Download FAMIS Annual Financial Reporting User Manual

FAMIS Annual
Financial Reporting
User Manual
Version 4.4
March 2014
FAMIS Services
The Texas A&M University System
 2014 The Texas A&M University System – All Rights Reserved
Annual Financial Reporting User Manual
Page I-2
Introduction
The purpose of this manual is to assist with accessing and utilizing information in the Automated
Financial Reporting module of Financial Accounting Management Information System (FAMIS).
FAMIS is an accounting system that responds to financial regulations applicable to educational
institutions. All applications access a common database that allows different users to access
identical information. Other applications include Financial Accounting, Accounts Payable,
Purchasing, Receiving, Fixed Assets, and Sponsored Research. Manuals for these applications are
either currently available or in the process of being developed.
The materials are grouped according to functions. All associated screens and processing
information are included, along with field descriptions. The required fields are designated by a
diamond symbol (). Data entry information (Help) can be accessed on some screen fields with
the use of the PF2 key or by typing an asterisk (*) or question mark (?) in the field.
By utilizing the information and guidelines contained in this manual, a user should be able to
create/modify an Annual Financial Report and access report summary information.
The FAMIS User Manuals are in a constant state of revision due to screen updates, changes in
procedures, and a multitude of other reasons. If you would like to make suggestions or call
attention to errors, please contact us at (979) 458-6464, or copy the page with the error, note
the correction or suggestion, and send it to one of the following addresses:
College Station based:
FAMIS Services
The Texas A&M University System
1144 TAMU
College Station, TX 77843-1144
Non-College Station based:
FAMIS Services
The Texas A&M University System
301 Tarrow Street
College Station, TX 77840-7896
Special thanks to the University of Houston for providing the base AFR programs
and assistance during the development of this project.
Annual Financial Reporting User Manual
Page I-3
Annual Financial Reporting User Manual
Page I-4
Table of Contents
PAGE
I
Introduction
M001, M17,
M19, M20
II
Annual Financial Reports
Overview ........................................................................................... II-3
Report Preparation Process ........................................................ II-3
Manual Entries ............................................................................ II-4
Data Signs ................................................................................... II-5
III
Report Maintenance
Screen 173
Report Create .................................................................................... III-3
Run Sequence ............................................................................. III-4
Screen 174
Report Section Maintenance............................................................. III-6
Report Type ................................................................................ III-7
Program Name ............................................................................ III-7
Suppression of Lines with No Dollar Data .................................. III-7
Data Extraction ........................................................................... III-7
AFR Process Flow ........................................................................ III-8
Choose DB/Col/Sort/Prev/None ................................................. III-8
Screen 175
Report Column Maintenance ............................................................ III-13
Screen 181
Report Column Reassignment Maintenance .................................... III-18
Screen 176
Report SuperHeader Maintenance ................................................... III-20
Screen 177
Report Sort Order Maintenance ....................................................... III-22
Screen 178
Function/Sponsor Code Maintenance .............................................. III-24
Screen 179
Line Item Definition Maintenance .................................................... III-26
Function ...................................................................................... III-26
Levels – Heading and Sub ........................................................... III-26
Line Type ..................................................................................... III-27
Total Lines or Report Levels ........................................................ III-27
Description .................................................................................. III-28
Multiple Columns Inclusion ........................................................ III-28
Column ........................................................................................ III-28
Value Indicator............................................................................ III-28
From and To Fields...................................................................... III-28
Screen 180
Extended Line Item Maintenance ..................................................... III-34
Manual Entries ............................................................................ III-34
Update fields ............................................................................... III-35
Query Fields ................................................................................ III-35
Screen 182
PostScript Parameter Table ............................................................... III-38
Screen 170
Copy Report Specifications................................................................ III-41
Annual Financial Report (AFR) Menus............................................... I-7
........................................................................................................... I-8
Annual Financial Reporting User Manual
Page I-5
Table of Contents (cont’d)
IV
Report Print
Screen 171
Screen 172
PAGE
Print Report ....................................................................................... IV-3
Work Order Numbers ................................................................. IV-4
Print a Report and Report Specifications.................................... IV-4
Campus Selection........................................................................ IV-4
Suppression of Lines with No Dollar Data .................................. IV-4
Recalculation............................................................................... IV-4
Print Group Report ........................................................................... IV-9
Print Reports and Report Specifications ..................................... IV-9
Campus Selection........................................................................ IV-10
Suppression of Lines with No Dollar Data .................................. IV-10
V
Delete Screens
Screen 186
Screen 185
VI
Financial Screens
Screen 192
Report Summary ............................................................................... VI-3
Screen 193
Manual/Update Entry Summary ...................................................... VI-5
Screen 194
Work Order Summary ....................................................................... VI-9
VII
Control Screens
Screen 201
Printer Table ..................................................................................... VII-3
Screen 203
Campus Control Table ....................................................................... VII-5
FRS Screen 853 Generic Table for AFR Report Submission Control ........................... VII-9
VIII
Sample Report and Specifications
Report Specifications......................................................................... VIII-3
IX
Appendix
Delete Section/Hdr-SubHdr/MUQ ................................................... V-3
Delete Report ................................................................................... V-6
Instructions........................................................................................ IX-3
Standard PF Keys ............................................................................... IX-8
Screens List ........................................................................................ IX-10
Glossary ............................................................................................. IX-12
Annual Financial Reporting User Manual
Page I-6
Annual Financial Reporting Menus
Three menus in the Annual Financial Reporting Module will advance you to the screens
necessary to input information, browse available data, and print reports. Menu 001 provides a
starting point to access the Annual Financial Report Module.
Menu 001 – Annual Financial Report Main Menu
001 Annual Financial Report Main Menu
Screen: __
04/03/13 09:03
FY 2013 CC 02
FAMIS NEW APPLICATION
Report Code: __________
* ------------ AFR Menus ------------ *
M17
M19
M20
Report Maintenance Menu
Report Inquiry Menu
Tables Menu
* ---------- Other Menus ----------- *
FFX
FRS
GCP
SPR
Fixed Assets Module
Financial Records System
General Construction Projects
Sponsored Research Module
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Pers SOR
The AFR Report Maintenance Menu (M17) provides a list of update screens. From this menu,
you can access the screens necessary to submit information for printing the schedules and
exhibits on the Annual Financial Report.
Menu M17 – Report Maintenance Menu
M17 Report Maintenance Menu
04/03/13 09:04
FY 2013 CC 02
Screen: ___
* ----- Maintenance Screens ---- *
173
174
175
176
177
178
179
180
181
182
Report Create
Report Section
Report Column
Report Superheader
Report Sort Order
Function/Sponsor Code
Line Item Definition
Extended Line Item
Report Column Reassignment
PostScript Parameter Table
* ----- Delete Screens ----- *
185 Delete Report
186 Delete Section/Hdr-SubHdr/MUQ
* ----- Submit Screens ----- *
170 Copy Reports
171 Print Report
172 Print Group Reports
* ------ Other AFR Menus------ *
001 AFR Main Menu
M19 Report Inquiry Menu
M20 AFR Tables Menu
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Annual Financial Reporting User Manual
Page I-7
Annual Financial Reporting Menus (cont’d)
The Report Inquiry Menu (M19) allows you to access the AFR inquiry screens for accessing
summary information for the reports available in this module.
Menu M19 – AFR Report Inquiry Menu
M19 AFR Report Inquiry Menu
04/03/13 09:05
FY 2013 CC 02
Screen: ___
* ------ Inquiry Screens ------ *
192
193
194
Report Summary
Manual/Update Entry Summary
Work Order Summary
* ------ Other AFR Menus ------ *
001
M17
M20
AFR Main Menu
Report Maintenance Menu
AFR Tables Menu
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Control screens provide control for various functions. From Menu M20 you will be able to
control what reports you want to print, the output instructions for these reports, and see the
AFR campus permissions table.
Menu M20 - AFR Tables Menu
M20 AFR Tables Menu
04/03/13 09:05
FY 2013 CC 02
Screen: ___
* -------- Tables Screens -------- *
201
203
Printer Table
Campus Control Table
805
806
GL Subcode Descriptions
SL Subcode Descriptions
899
900
Maintain Dictionary Values
Batch Report Specification
* -------- Other AFR Menus ------- *
001
M17
M19
AFR Main Menu
Report Maintenance Menu
Report Inquiry Menu
882
Current Session Campus / FY
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Annual Financial Reporting User Manual
Page I-8
Section II
Annual Financial Report Overview
Annual Financial Reporting User Manual
Page II-2
Annual Financial Report Overview
The AFR module in FAMIS provides a tool for preparation of the Annual Financial Report. This is
a separate module in FAMIS comparable to FRS, FFX, and SPR. Screen security controls access to
the information.
The AFR module functions as an automated report writer. Report data is defined with rows and
columns similar to working with a spreadsheet. Functions available include the ability to copy
existing reports to create new reports, modify report definitions, modify specific cell data
through manual entries, and print the annual financial report.
We anticipate that users will be able to use this module to define and create their own “user”
reports in the future.
For TAMUS, most report definition will be done by the TAMUS Office of Budgets and Accounting
using the Master Campus (CC=00). All Member campuses will have inquiry to the report
definitions stored on the master campus.
For some AFR reports, the required data is not available in FAMIS. These reports will require
manual entry by each System Member.
Report Preparation Process
1. Define the Report (Screen 173)
The TAMUS Office of Budgets and Accounting defines the report with general
information such as title and type: exhibit, schedule, or user defined report. This step is
the framework that will be used to build the report.
For the AFR, both schedules and exhibits are necessary. Schedules generally rollup into
exhibits. The term report is used generically to describe both.
2. Define each Section (Screen 174)
Each section of the report is defined here. This screen defines the number of columns,
where the data will be gathered, and the program name for each section.
3. Define each Column (Screen 175)
Each column for a given section is defined on this screen. This includes a further
breakdown of what data will be reported in the column, whether to reverse the sign of
the dollar data, and how the column heading text will read.
Column processing is performed before row processing.
4. Define sort priority (Screen 177)
This will be automated for exhibits and schedules.
Annual Financial Reporting User Manual
Page II-3
Annual Financial Report Overview (cont’d)
5. Define each Row (Screen 179)
The row text will be defined on this screen in the order in which it will appear on the
printed report. This screen may display headings, totals, footnotes, and extra line
commands.
6. Print the Report (Screen 172)
Reports are printed in an overnight batch process due to the potential competition with
the online system for resources. Online processing is given processing priority in an
effort to keep system response time to a minimum. Screen 171 is used to print a single
report, whereas Screen 172 is used to print multiple reports.
Manual Entries
Each Member will be required to make manual entries during the AFR process.
Manual entries will be done on the Member campus, while the report itself will be stored on the
Master campus. Each manual entry requires a justification reason, which is entered on a pop-up
window on Screen 180. A manual entry will automatically create a manual line on Screen 179.
If “M” (for “manual” entry) is displayed in the Line Typ field on Screen 179, a manual entry line
is automatically created on Screen 180. This line may or may not already contain a manual
column or amount for your agency.
Manual Entry Steps
To select a row or cell for a manual entry from Screen 179:
⇒ Position the cursor in the Fn field next to the line where the manual entry must be
made.
⇒ Type “X” in the Fn field and press <ENTER>. This will take you to Screen 180, where
the manual data will be included.
To enter data on Screen 180:
⇒ Type your campus code and the AFR month in the Manual CC field and Manual
Month field and press <ENTER>.
⇒ Type the number of the column, if not already displayed, where the manual entry
dollar amount is to print in the Col field.
⇒ Type the manual entry dollar amount that will be used in the Amount field.
Be sure to include the decimal point and precede the amount with a minus sign if it is a negative
number. The amount entered is added or subtracted from a cell. The number must be signed
the same as the original number to increase its value and signed opposite to decrease the value.
Annual Financial Reporting User Manual
Page II-4
Annual Financial Report Overview (cont’d)
Data Signs
Generally revenues, fund additions, and fund balance are stored in FAMIS as negative numbers.
Expenditures and fund deductions are signed as positive numbers. There are times that these
signs will need to be reversed to produce the AFR.
This can be done in four separate places:
Screen 175 (column definition)
Screen 179 (row definition)
Screen 180 (extended line item)
Screen 181 (reassignment screen)
It should be noted that each sign change on the same data negates the previous
change. Because of this and the way the data is originally signed in FAMIS, you
must be very careful that you are performing the correct arithmetic on the data
you are preparing. Manual entries require special care.
When printed, dollar signs appear in each column of the first detail line of a new page and in the
first detail line after an underline.
Annual Financial Reporting User Manual
Page II-5
Annual Financial Report Overview (cont’d)
Annual Financial Reporting User Manual
Page II-6
Section III
Report Maintenance
Annual Financial Reporting User Manual
Page III-2
Report Create
FAMIS will allow you to create report definitions for exhibits and schedules that are needed for
the Annual Financial Reports. The initial report definitions for all the AFR Exhibits and Schedules
will be created on the Master Campus using Screen 173. The TAMUS Office of Budgets and
Accounting will create these reports.
You, as a TAMUS Member, will have inquiry access to the reports that are created on the Master
Campus (CC=00 in production; CC=MT in training).
You should not copy the report specifications from the Master Campus to your own
campus UNLESS you need to change the specifications (which should not be done without
first consulting the System Office of Budgets and Accounting).
All manual entries for the reports will be entered on the Member campus.
In the future, TAMUS Members can make copies of these pre-defined exhibits and schedules,
giving them a different name and modifying the specifications to create a new user defined (U)
report.
Information must be entered on Screen 173 before using the other report definition
screens in the AFR module.
Screen 173 - Report Create
173 Report Create
Screen: ___
Fiscal Year: 2012
04/03/13 09:06
FY 2013 CC 02
Report: C-1_______
Exhibit or Schedule: S
Run Sequence Number: 17
Default Section Number: __
Short Description:
SCHEDULE OF CURRENT FUNDS REVENUES__________________________________________
Report Title:
SCHEDULE OF CURRENT FUNDS REVENUES__________________________________________
____________________________________________________________________________
____________________________________________________________________________
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Next
Report Create Process
Initially, reports will only be created by SAGO in preparation for the automated Annual Financial
Report, i.e. exhibits and schedules. Once these reports have been created, the specifications can
be copied to create a user-defined report using Screen 170.
To build a complete Table of Contents for the AFR, each report, whether automated or not,
must have this screen entered. This means reports like the D-5 need to be on this screen.
Annual Financial Reporting User Manual
Page III-3
Screen 173 – Report Create (cont’d)
Run Sequence
The Run Sequence really denotes “levels” more than a true sequence. The reports are not run in
a continuous stream; several reports can have the same run sequence. All blanks are run first,
then all ones (1) before twos (2). The pre-requisite table (Screen 853) is fiscal year oriented and
sets the predefined order.
Basic Steps
•
•
Type in the Fiscal Year and Report code to be created or displayed and press <ENTER>.
Include appropriate information in the remaining fields and press <ENTER> to record.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 Fiscal Year:
4 digits
Enter the fiscal year for the report being created/modified.
 Report:
PF2 Help 10 characters/digits
Enter the report code to be assigned to the printed report. This will print at the
top of each report.
Screen Information
 Exhibit or
Schedule:
PF2 Help 1 character
Indicate whether the report is an Exhibit (E), Schedule (S), or User defined (U).
Run Sequence
Number:
2 digits
Type a number indicating the sequence order in which the report should run
using Screen 172 (Group Print).
Default Section
Number:
2 digits
This field is used to determine the default section number, which will appear at
the bottom of each page of the AFR. Can also be changed on Screen 171.
This is not related to the Report Section on Screen 174.
Suggested to run all reports without this field set and then set for the final
run to print the AFR. This allows for manual numbering when you have
reports you need to run.
 Short
Description:
75 characters
Enter a short description of the report being created. This text will be used on
the Table of Contents.
Annual Financial Reporting User Manual
Page III-4
Screen 173 – Report Create (cont’d)
 Report Title:
Additional Functions
3 lines - 75 characters each
Type the title of the report that will be included at the top. At least one line of
text is required, and up to three lines of text is allowed. The lines should be
left justified; they will be centered automatically when the report is printed.
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF5
Next
Next
Use this key to advance to Screen 174.
Annual Financial Reporting User Manual
Page III-5
Report Section Maintenance
A report section is a logical unit of a report needed whenever (1) the data changes: data
extraction rules are different, the column data is different, the row information is different, or
(2) the format changes. Section numbers must be in sequential order. Screen 174 is used to
define each section of a report. Footnotes are a section of the report.
If you have a Member-defined section for your campus, type your campus code in the CC field.
Otherwise, use the Master Campus (CC=00) to view the System-defined section.
The information entered on this screen defines the contents of a section of the report and
determines how the data should be extracted. It also defines the header text (column 0
text) for a specified section.
If no changes are made to the screen and you press <ENTER>, the section number will
automatically be incremented by one.
Press <ENTER> to scroll
through the sections.
Screen 174 – Report Section Maintenance
174 Report Section Maintenance
Screen: ___
CC: 00
Fiscal Year: 2012
Report: B-2-A_____
05/30/13 08:52
FY 2013 CC 02
Section: 1__
Program Name: HBSPACCT
Report Type: 1
Number of Columns: 10
Use Suppression Module: Y
Column Zero Text: _________________________________________
_________________________________________
_________________________________________
_________________________________________
<-------------------------- Data Extraction ----------------------------->
Ledger Code: B
DB/Col/Sort/Prev/None: D
Mapped SL Extract: Y
Duplicate Flag: _
HEAF Flag: _
Appr Nbr Flag: _
CFDA Flag: _
Old Function Flag: _
SA Attribute Flag: _
Old Sponsor Type Flag: _
AFR Fund Group(s): 21 22 23 24 25 26 27 28 29 __
__ __ __ __ __ __ __ __ __ __
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Next
Camp
Report Section Definition Maintenance Process
Currently, CC field must be set to the Master campus (00) to use this screen. The reports are
created on the Master campus and not available for update on a Member campus. In the future,
you may be able to create User Defined reports using this screen.
Annual Financial Reporting User Manual
Page III-6
Screen 174 – Report Section Maintenance (cont’d)
Report Type
Each section of the report must have the same report type. Currently, all TAMUS reports are
report type 1, indicating that the section has multiple columns with column headers. Report
type 2, a 3-column presentation, should be used for reports in which all data appears in one
column and is then staggered to the next column for subtotals, etc. and is then further
staggered to the next final column for Grand Total.
Program Name
The program name determines the way the data will be displayed on the rows of the report.
Therefore, it also controls the way the data sorts – the sort order can be viewed on Screen 177.
The program name must be pre-defined by the FAMIS Services staff, and currently all are
prefixed with an “H.”
Suppression of Lines with No Dollar Data
By default, rows of the report that do not have data will print a line on the report. If you do not
want these zero dollar lines to print, set the Use Suppression Module field to “Y.”
Line suppression can be overridden for the entire report at the time you submit a report to print
on Screen 171. By entering a “Y” in the Suppress Off field on the Print Report Screen (Screen
171), you will override the section suppress flag on Screen 174 and force the blank lines to print
on your report.
You may want to run the report without any suppression during the data testing phase. Once
you are comfortable that all the data is represented, you probably will want to eliminate blank
lines using the suppression feature.
Data Extraction
The data extraction process of the report can be very resource intensive and time consuming.
Therefore, it is important that you lay out the desired report and understand where the data will
come from before you begin entering the selection criteria.
A record is one line per account/subcode combination similar to the data displayed on FRS
Screen 18 and Screen 19.
The following chart may help you understand the processing order used by the AFR module.
Once you understand this, you will be able to use the most efficient means to get the data
needed to produce each section of an AFR report.
The AFR processes data first by columns, then sorts it so that the data can be processed in rows.
If data can be used from the previous section, the report will be more efficient and will save
processing time.
Annual Financial Reporting User Manual
Page III-7
Screen 174 – Report Section Maintenance (cont’d)
AFRs are processed using the following flow. By viewing each step, you can see in what order
the specifications are processed. Basically, an AFR is created by defining the data (Step 1), the
column parameters (Step 2), the sort sequence (Step 3), and the row definitions (Step 4).
AFR Process Flow
Step 1
Step 2
Step 3
Step 4
Data Extract
Column Processing
Sort Criteria
Row Processing
Screen 174
Ledger Code
AFR Fund Groups
HEAF Flag
CFDA Flag
Appr Nbr Flag
Old Function
Old Sponsor
Screen 175
Screen 177
Check Ranges:
(honor 174 duplicate flag)
Ledger-Subcode
AFR Fund Group
Account
174 Mapped SL Extract
181 Reassignment Process
Screen 179
Using “Program”
Shown on Screen 174
Choose DB/Col/Sort/Prev/None
Use the following decision chart to determine the value to use in the DB/Col/Sort/Prev/None
field:
Are database
fields used?
Yes
Section = 1
Yes
----OR---Step 1 – Section(n)
matches
Step 1 – Section(n-1)
No
Choose
None (N)
Step 2 –Section(n)
Yes
matches
Step 2 – Section(n-1)
No
No
Choose
Database (D)
Choose
Column (C)
Step 3 – Section(n)
matches
Step 3 – Section(n-1)
No
Choose
Sort (S)
Yes
Choose
Previous (P)
Basic Steps
•
•
Type the campus code (CC), Fiscal Year, Report code, and Section number in the fields
provided and press <ENTER>.
Type the definition information in the fields provided to produce the desired report, and
press <ENTER>.
Annual Financial Reporting User Manual
Page III-8
Screen 174 – Report Section Maintenance (cont’d)
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 CC:
2 digits
Enter the campus code to be used.
 Fiscal Year:
4 digits
Enter the fiscal year for the report.
 Report:
* Help 10 characters/digits
Enter the report code.
 Section:
3 digits
Type the section number being defined.
Screen Information
Program
Name:
PF2 Help 8 characters/digits
Enter a name for the program that will be used to determine the rows. The
program name has a direct relationship with the sort specifications defined (or
shown) on Screen 177. The name of the program must begin with “H.”
Section
PGM Name
HBSPACCT
HBSPB1
HBSPB1B
HBSPB11A
HBSPB11B
HBSPB13
HBSPB2
HBSPB3-1
HBSPB3-5
HBSPC2
HBSPFACT
HBSPLSEL
DISPLAY
DISPLAY
DISPLAY
DISPLAY
DISPLAY
DISPLAY
DISPLAY
DISPLAY
DISPLAY
DISPLAY
DISPLAY
DISPLAY
Description
BY ACCT6 (GL OR SL)
BY FUND & ACCT4 (SUBCODE)
BY ACCT4 (SUBCODE)
BY FUND
BY LEDGER & ACCT4 (SUBCD)
BY FUND & ACCT4 (SUBCODE)
BY FUNCTION
BY FUND & ACCT4 (SUBCODE)
BY FUND & ACCT4 (SUBCODE)
BY FUND & FUNCTION
BY FUNCTION & ACCT6(GL/SL)
BY LEDGER & ACCT4(SUBCODE)
Example Use
B
B-3
B-11
B-11
B-13
B-2
B-4-DET
B-4-DET
C-2
C-2-DET
 Report Type:
PF2 Help 1 digit
Determines the print program that will be used to produce the report section.
If the first section of a report is defined with a report type of 1, all other
sections must also be a report type 1.
1 = Multiple columns with column headers (default). Information is
printed in every column.
2 = A 3-column report format where each column has varying format. No
column headings are allowed. (Not used at this time by TAMUS.)
 Number of
Columns:
2 digits
Enter the number of columns to print on the report. Choose from 1 to 16. This
value does not include a column for the row text (column 0).
Use Suppression
Module:
1 character
Type “Y” to omit lines having no dollar data in any report column. This is global
suppression for this section of the report and can be overridden at the time of
report submission in order to test a report.
Annual Financial Reporting User Manual
Page III-9
Screen 174 – Report Section Maintenance (cont’d)
Column Zero
Text:
4 lines - 41 characters each
Indicate the text to be displayed above the description column on the left-hand
side of the report (row text).
This text will be automatically centered, bottom justified, and underlined
when the report is printed.
Data Extraction
Ledger Code:
 DB/Col/Sort/
Prev/None:
PF2 Help 1 character
Specify whether to extract the data from General Ledgers, Subsidiary Ledgers,
or both. Default is blank (both ledgers).
G
= General Ledger or Bank
S
= Subsidiary Ledger
Blank = Both GLs (including banks) and SLs (default).
PF2 Help 1 character
Defines the process in which the data for the section is accumulated. See AFR
Process Flow Chart for more description and “step references.”
D
=
Database – extract the data directly from the database.
Do not use “D” if the data extraction criteria specified on this
screen matches the previous section’s data extraction criteria
exactly except for the Mapped SL Extract and/or Duplicate Flag.
The “D” causes the system to go to the database again instead of reusing the data extracted for the previous section (Step 1). Section 1
will be a “D.”
C
=
Column – use the data extracted by the previous section, but use
different rules to define the column selection. (Step 2)
S
=
Sort – use the data extracted by the previous section and the same
columnar data, but use a different program to sort the data. (Step 3)
P
=
Previous – use the same data previously extracted (using the same
columnar information) and sort (Step 4).
N
=
None – no data will be extracted or used from the database. This
might be used to define a textual section.
Row processing (Step 4) will be performed to display Screen 179 row
information. Only manuals and query dollar amounts will be shown.
Mapped SL
Extract:
1 character
Enter “Y” to include and display Subsidiary Ledger account information with the
SL account’s mapped GL. When the data is extracted, the SL data will be
included with the data for the “parent” or mapped GL. The records are tagged
with an “S” flag to keep their identity as SL data. When this field is used, it is
likely that the Reassignment Screen (Screen 181) will be used.
Used on the “B” Schedules.
Annual Financial Reporting User Manual
Page III-10
Screen 174 – Report Section Maintenance (cont’d)
Duplicate Flag:
1 character
Enter “Y” if data from a subcode or account control range is displayed in more
than one column of the section. This duplicate flag tells the selection program
to check future columns to see if the subcode needs to be re-used. Entering
“N” will place a value in only one column, even if the record meets the criteria
for a subsequent column. For example, if you are reporting “beginning balance”
in one column and “actuals” in the next, the “actuals” will not be reported
unless the duplicate flag is set because the selected subcode record is used in
both the “beginning balance” and the “actual” columns. You might also use this
field if an expense is reversed from an expenditure column and added to a
revenue column. Default is blank or “N” (no).
HEAF Flag:
PF2 Help 1 character
Type “Y” to include only accounts that have a Higher Education Assistance Fund
code value in the Fund Source field (value of 19 on Screen 2/Screen 6) or the
Sub-Element of cost (value of 01 on Screen 8).
Appr Nbr Flag:
PF2 Help 1 character
Type “Y” to select only bank accounts with non-blank appropriation number
values on FRS Screen 28.
CFDA Flag:
PF2 Help 1 character
To only select accounts with values for the Catalog of Federal Domestic
Assistance code, enter “Y.” The CFDA value is found by getting the project
number from FRS Screen 9 and then goes to SPR under the project to get the
CFDA code from the sponsor. Used for the D-5 Schedule.
Old Function Flag:
1 character
Type “Y” if the beginning of the year function should be used, if entered on
Screen 178. The old function code for the account will carry the account’s
beginning balance and a transfer out for the amount of the beginning balance.
The new function code will carry the expenditures, revenues, transfer in
(including an amount for the beginning balance), and the ending balance. This
is used when the function code has been changed during the fiscal year.
This code would be used for the C-2 schedule, but TAMUS doesn’t use it.
SA Attribute Flag:
1 character
Type “Y” to get the Function (Purpose) information from the support account.
Old Sponsor
Type Flag:
1 character
Indicate with a “Y” that a beginning of the year sponsor type should be used, if
entered on Screen 178. The old sponsor type for the account will carry the
account’s beginning balance and a transfer out for the amount of the beginning
balance. The new sponsor type will carry the expenditures, revenues, transfers
in (including an amount for the beginning balance), and the ending balance.
This code would be used for the C-2 schedule, but TAMUS currently doesn’t
use it.
Annual Financial Reporting User Manual
Page III-11
Screen 174 – Report Section Maintenance (cont’d)
AFR Fund
Group(s):
PF2 Help 2 digits each
Numeric code representing the combination of fund and sub-fund group in the
order they should appear in the Annual Financial Report (AFR). Enter fund
groups to be used for extraction in this section. Enter “**” to indicate all fund
groups.
The table below is maintained by FAMIS Services on Screen 899.
AFR
Fund
++
**
00
01
10
20
21
22
23
24
Additional Functions
Sub
Fund Fund
**
**
**
**
FG
DS
DS
DS
DS
DS
DF
DS
ST
SM
SU
Description
ALL ACCOUNTS
ALL GL & SL ACCOUNTS
BANKS
CLEARING ACCOUNTS
FUNCTIONAL AND GENERAL
DESIGNATED/FUNCTIONAL & GENERAL
DESIGNATED/SERV DEPT-PROF FEES & SE
DESIGNATED/SERV DEPT-TRAVEL
DESIGNATED/SERV DEPT-MATERIAL & SUP
DESIGNATED/SERV DEPT-COMM & UTIL
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF5
Next
Next
Moves you to the next screen to continue defining the report.
PF7
Camp
Campus
Shows the campus codes using the report.
Annual Financial Reporting User Manual
Page III-12
Report Column Maintenance
After you have defined the sections of the report, you must narrow your work to define the
columns. FAMIS allows you to create text for the section column headings and to further specify
data extraction criteria. Screen 175 is used for these definitions and specifications.
Each column of the section must be defined separately.
Press <ENTER> to scroll
through the columns.
Screen 175 - Report Column Maintenance
175 Report Column Maintenance
04/03/13 09:24
FY 2013 CC 02
Screen: ___ CC: 00 Fiscal Year: 2012 Report: N-2_______ Section: 1__ Col: 2_
Column Text: ADJUSTMENTS_____
Page: 1 <More>>>>
________________
________________
________________
Reverse Sign Flag: Y
Data Type: _
Text Only Flag: _
SUM = + __ + __ + __ + __ + __ + __ + __ + __ + __ + __ + __ + __ + __ + __
- __ - __ - __ - __ - __ - __ - __ - __ - __ - __ - __ - __ - __ - __
Ledger Subcode Ranges:
G 4414 TO 4414 G 4420 TO 4449 G 4620 TO 4620 G 5414 TO 5414 G 5420 TO 5446
G 5448 TO 5448 G 5449 TO 5449 G 5620 TO 5621 _ ____ TO ____ _ ____ TO ____
_ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____
_ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____ _ ____ TO ____
AFR Fund Group Ranges:
__ TO __ __ TO __ __ TO __ __ TO __ __ TO __ __ TO __ __ TO __ __ TO __
Account Ranges:
______ TO ______
______ TO ______
______ TO ______
______ TO ______
______ TO ______
______ TO ______
______ TO ______
______ TO ______
______ TO ______
______ TO ______
______ TO ______
______ TO ______
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next
Left Right
Message will appear when displaying
certain reports. For example:
* SPECIAL HANDLING EXISTS
*
* SEE REASSIGNMENT SCREEN 181 *
Report Column Maintenance Process
This screen defines only one column at a time. Text must be entered for each column heading.
This text will be automatically centered and bottom justified when the report is printed.
Columns of data may be added together or subtracted from each other to produce a total for
the column being defined. Enter the column numbers to be added in the plus (+) fields and the
columns to be subtracted in the minus (-) fields.
Data will only be extracted if it meets ALL the non-blank criteria in the “Ranges” fields (Ledger
Subcode Ranges, AFR Fund Group Ranges, and Account Ranges). If no criteria are entered, no
data will be displayed. All data, including that which needs to be reassigned, must be specified
or it will not be displayed on the report.
Annual Financial Reporting User Manual
Page III-13
Screen 175 – Report Column Maintenance (cont’d)
Enter the ranges for the Ledger Subcode, AFR Fund Group, and/or Account that are to be
included in the report. Consistency is important. If “G” is entered as the Ledger Code on Screen
174, you cannot enter an “S” in the Subcode/Account Control Range fields.
If no changes are made to the screen, press <ENTER> and the column number will automatically
be incremented by one.
Basic Steps
•
•
•
Type the campus code (CC), Fiscal Year, Report code, Section number, and Column Text
in the fields provided and press <ENTER>.
Type in the information to be used on the column headings and the criteria to be used
for extracting the data, then press <ENTER>.
Use PF11 to scroll right and add/view additional ranges.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 CC:
2 digits
Enter the campus code to be used for the report.
 Fiscal Year:
4 digits
Enter the fiscal year for the report being created/modified.
 Report:
* Help 10 characters/digits
Enter the report code.
 Section:
3 digits
Indicate the section of the report the definitions will affect.
 Col:
2 digits
Designate the column number on the report. Press <ENTER> to scroll through
the column numbers.
 Column Text:
PF2 Help 4 lines/15 characters
Type the column heading as it should appear on the schedule or exhibit. If the
column headings remain the same between sections, they should be entered
only for the section in which they first appear. These headings will be
reprinted whenever a page break occurs.
Annual Financial Reporting User Manual
Page III-14
Screen 175 – Report Column Maintenance (cont’d)
Column Text
(cont’d):
There are several dynamic variables that can be used in this text.
@A
@B
@C
@D
@E
@F
@G
@H
@I
@J
@K
@L
@M
@R
=
=
=
=
=
=
=
=
=
=
=
=
=
=
4-digit fiscal year
2-digit fiscal year
4-digit prior fiscal year
2-digit prior fiscal year
4-digit calendar year
2-digit calendar year
4-digit prior calendar year
2-digit prior calendar year
Processing month
Prior processing month
Calendar month
Prior calendar month
Last day of the month
3-digit month name
Area to right of Column Text field -This area will display a message if special handling “reassignments” have been
entered on Screen 181. The information entered on the Reassignment Screen
(Screen 181) will alter the information shown on this screen.
Any reassignments must be included in criteria on Screen 175.
Screen Information
 Reverse Sign
Flag:
PF2 Help 1 character
Enter “Y” to reverse the sign of the amount fields before processing the data;
the amounts will have their signs reversed for both calculations and displays.
Amounts are originally signed the same way they are displayed on FRS Screen
18 and Screen 19. Revenues and fund balance additions are negative.
Expenditures and fund deductions are signed positive.
There are 4 places in which signs can be reversed: Screen 175 (column
screen), Screen 179 (row), Screen 180 (extended line item), and Screen 181
(reassign subcode in a section).
 Data Type:
PF2 Help 1 character
Shows type of data displayed in the column. For example:
Blank = Actuals Only (default)
A
= Beginning Balance Plus Actuals
W
= Any Non-Zero Dollar Activity
B
= Beginning Balance Only
Future type(s) to be added:
E = Ending Balance
Encumbrances and Budget amounts are not currently used by the system.
When they are, the following values may also be valid:
R = Revised Budget
O = Original Budget (with carry forward)
N = Original Budget (no carry forward)
Annual Financial Reporting User Manual
Page III-15
Screen 175 – Report Column Maintenance (cont’d)
Text Only Flag:
PF2 Help 1 character
Enter “Y” to omit $ signs and underlining in this column.
Used primarily for footnotes text and display of non-dollar data in a column.
Used for the footnotes and will be used for the D-5 schedule.
Y
= Yes
Blank = No flag is set
Sum = +
–
PF2 Help 2 digits each - 28 lines
If desired, designate the column numbers to be used when calculating the
total.
Ledger Subcode
Ranges:
PF2 Help 1 character/4 digits
20 ranges
Enter the ledger type (G=General Ledger account control; S=Subsidiary Ledger
object code) in the first field of each range, and include the start and end
subcode number ranges.
These must match the ledger code selected on Screen 174. If ledger is left
blank, the values of these fields will default according to the Ledger Code
selected on Screen 174.
These values are checked before the reassignments seen on Screen 181.
AFR Fund
Group Ranges:
PF2 Help 2 digits/8 ranges
Numeric codes representing the range of AFR fund groups that should be used
for extracting data for the column. Up to eight ranges may be used.
Entry of these ranges is only needed to further break out the data defined on
Screen 174 and to put the data in separate columns. For example:
AFR
Fund
++
**
00
01
10
20
21
22
23
24
25
26
Account Ranges:
Sub
Fund Fund
**
**
**
**
FG
DS
DS
DS
DS
DS
DS
DS
DF
DS
ST
SM
SU
SR
SL
Description
ALL ACCOUNTS
ALL GL & SL ACCOUNTS
BANKS
CLEARING ACCOUNTS
FUNCTIONAL AND GENERAL
DESIGNATED/FUNCTIONAL & GENERAL
DESIGNATED/SERV DEPT-PROF FEES & SE
DESIGNATED/SERV DEPT-TRAVEL
DESIGNATED/SERV DEPT-MATERIAL & SUP
DESIGNATED/SERV DEPT-COMM & UTIL
DESIGNATED/SERV DEPT-REPAIRS & MAIN
DESIGNATED/SERV DEPT-RENTALS & LEAS
6 digits/12 ranges
Indicate the account number ranges to be used for extracting data for this
column. This will rarely be used for TAMUS AFR production, although some
may find it useful for User Defined reports in the future. These might be used
to select specific banks or for the Debt Bond Schedule (B-10).
Annual Financial Reporting User Manual
Page III-16
Screen 175 – Report Column Maintenance (cont’d)
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF5
Next
Next
Advances to next screen (Screen 176) for entering additional row and column
heading text.
Annual Financial Reporting User Manual
Page III-17
Report Column Reassignment Maintenance
Screen 181 allows you to reassign the column data on a report. This feature enables the
inclusion or exclusion of subcodes for a specified column within a section of the report. The
subcode amounts will be included with the detail of the subcode to which it is reassigned.
For example, some Members book their Endowment Earnings at the GL level using account
controls 4032 and 4650. For the AFR, the dollar amounts in these two subcodes must be
included with the SL object code 0395, where the other Members are booking the endowment
dollars. This screen allows for the reassignment of the account controls to the object code or
vice versa.
Screen 181 - Report Column Reassignment Maintenance
181 Report Column Reassignment Maintenance
04/03/13 09:27
FY 2013 CC 02
Screen: ___ CC: 00 Fiscal Year: 2012 Report: C-1_______ Section: 1__ Col: 1_
Column Text: FUNCTIONAL
!! WARNING !!
AND GENERAL
Reverse sign flag on screen 175 does
not apply to reassigned subcodes.
Please use code 'M' to reverse sign.
Ldgr Subcd Range
G
4008 4009
G
4010 4010
G
4011 4011
G
4012 4012
G
4017 4017
G
4018 4018
G
4020 4020
G
4021 4021
G
4023 4023
G
4024 4024
G
4027 4027
Code
M
M
M
M
M
M
M
M
M
M
M
Reassign To
S 0355
S 0350
S 0351
S 0352
S 0357
S 0358
S 0360
S 0361
S 0363
S 0364
S 0381
Ldgr
G
G
G
G
G
G
_
_
_
_
_
Subcd Range
4029 4029
4030 4030
4031 4031
4032 4032
4460 4460
4650 4650
____ ____
____ ____
____ ____
____ ____
____ ____
Code
M
M
M
M
M
M
_
_
_
_
_
Reassign To
S 0383
S 0384
S 0385
S 0395
S 0005
S 0395
_ ____
_ ____
_ ____
_ ____
_ ____
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Report Column Reassignment Process
This screen provides two columns for entering up to 22 reassignments.
The order that data is entered is important. The program processes data in the order entered on
the screen.
Although the data is entered across rows, once you press <ENTER>, the data will
be reorganized so that it is read by column.
The reassignment lines can have no overlaps in the ranges.
Basic Steps
•
•
•
Type the campus code (CC), Fiscal Year, Section number, and Column Text in the fields
provided, and press <ENTER>.
Enter the type of ledger (Ldgr) and the codes to be reassigned.
Press <ENTER> to record the information.
Annual Financial Reporting User Manual
Page III-18
Screen 181 – Report Column Reassignment Maintenance (cont’d)
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 CC:
2 digits
Enter the campus code for the report being created.
 Fiscal Year:
4 digits
Enter the fiscal year for the report being created/modified.
 Report:
* Help 10 characters/digits
Enter the report code.
 Section:
3 digits
Include the section number where the entries on this screen will apply.
 Col:
2 digits
Indicate the column number where the entries on this screen will apply.
Column Text:
Screen Information
4 lines - 15 characters each
Displays the heading text for the specified column.
 Ldgr:
PF2 Help 1 character
Indicate whether this will be a general or a subsidiary ledger entry.
G = General Ledger
S = Subsidiary Ledger
 Subcd Range:
4 digits each
Enter the beginning and ending account control or subcode to be reassigned.
Code:
PF2 Help 1 character
Designate whether to multiply by “–1” or note the code for exclusion from the
reports:
M
= Multiply by “-1.”
X
= Exclude from report (cannot be used with Reassign To field)
Blank = Reassign
Reassign To:
PF2 Help 1 character, 4 digits
Indicate whether the record is to be reassigned to a general or subsidiary
ledger and include the account control or object code number.
Cannot be used if Code field has an “X” in it.
G = General Ledger
S = Subsidiary Ledger
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page III-19
Report SuperHeader Maintenance
This SuperHeader Maintenance Screen (Screen 176) allows you to enter heading text that will
span two or more columns. The heading text will appear above the specified section columns.
Like all other headings that have text specified, these heading lines will be automatically
centered and underlined.
Screen 176 - Report SuperHeader Maintenance
176 Report SuperHeader Maintenance
Screen: ___ CC: 00
<-COLUMN->
ROW
FROM
TO
1
1_
4_
_
__
__
_
__
__
_
__
__
_
__
__
Fiscal Year: 2012
Report: C-1_______
04/03/13 09:29
FY 2013 CC 02
Section: 1__
TEXT
UNRESTRICTED_________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
_____________________________________________
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next
Report Superheader Process
Up to 9 rows of text may be specified above a group of columns. This text will automatically be
centered and the last line will be underlined over the specified columns.
A row number may be used more than once if the additional text is to appear above a different
column range.
SuperHeading text is not always exactly centered when it must span across two pages of the
report. This offsetting is necessary due to the extra space needed to accommodate margins and
binding.
Basic Steps
•
•
Enter the campus code (CC), Fiscal Year, Report code, and Section number that will use
the header information.
Press <ENTER> to record the header text to be used on the report.
Annual Financial Reporting User Manual
Page III-20
Screen 176 – Report SuperHeader Maintenance (cont’d)
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 CC:
2 digits
Enter the campus code to be used for the report.
 Fiscal Year:
4 digits
Enter the fiscal year for the report being created/modified.
 Report:
* Help 10 characters/digits
Enter the report code.
 Section:
3 digits
Type the section number of the report that will use the header text entered on
this screen.
Screen Information
ROW:
1 digit
Enter the row number (starting with one) where the header text will appear.
The lowest number used will be the top (highest) row.
The numbers are positional, not relative, so skipping a number will not
create a blank header text line.
<-COLUMN->
FROM:
2 digits
Indicate the first column number of the column range over which the header
text should be centered.
TO:
2 digits
Include the last column number of the column range over which the header
text should be centered.
TEXT:
45 characters, 3 lines for each row
Enter the text that should appear above the columns indicated in the previous
fields. These lines will be bottom justified on this screen.
The text will be automatically centered over the columns. You may need
to put blanks in front of the text if the superheader spans a page break.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF5
Next
Next
Advances to next screen (Screen 177), which is used to designate how the
report data will be sorted.
Annual Financial Reporting User Manual
Page III-21
Report Sort Order Maintenance
The data on an AFR report is sorted and displayed in an order controlled by the program name
entered on the Report Definition Screen (Screen 174). Screen 177 is used to display the field sort
sequence.
This screen is inquiry only when exhibits and schedules are referenced on the Action Line. Sort
values are preset based upon the program name tied to the Report Section Maintenance Screen
(Screen 174). The data in each section will be sorted in the order of importance indicated by the
number opposite the sort field. In the future, this screen will be modifiable for User Defined
reports.
Screen 177 - Report Sort Order Maintenance
177 Report Sort Order Maintenance
Screen: ___
CC: 00
Fiscal Year: 2012
Report: C-1_______
04/03/13 09:29
FY 2013 CC 02
Section: 1__
********************** ENTER SORT ORDER REQUIRED *************************
Account:
Fund Group:
Executive Level:
Department:
College:
Function:
Element of Cost:
Responsible Person:
Appropriation Nbr:
Major CFDA:
Ledger:
__
1_
__
__
__
__
__
__
__
__
__
Account Control/Object Code:
Sub Fund Group:
Division:
Sub Department:
Reporting Group:
Sub Function:
Sub-Element of Cost:
Auxiliary Code:
Sponsor Type:
Minor CFDA:
Bank Type:
2_
__
__
__
__
__
__
__
__
__
__
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next
Report Sort Order Maintenance Process
The way the data is sorted for the specified section is determined by the order displayed on this
screen. The items are ranked in ascending order of importance.
In the future, for user-defined reports, a new program will allow users to choose the desired
sorts using this screen.
Basic Steps
•
•
Type the campus code (CC), Fiscal Year, Report code, and Section number that will be
affected by the sorting specifications entered on this screen.
Press <ENTER> to display the programmed sort order.
Annual Financial Reporting User Manual
Page III-22
Screen 177 – Report Sort Order Maintenance (cont’d)
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 CC:
2 digits
Enter the campus code to be used for the report.
 Fiscal Year:
4 digits
Enter the fiscal year for the report being created/modified.
 Report:
* Help 10 characters/digits
Enter the report code.
 Section:
3 digits
Type the section number that will be affected by the sort order designated on
this screen.
Screen Information
Enter the sort order required for the remaining fields on the screen.
The sort fields displayed are attributes found on the accounts in Financial Accounting. See FRS
Screen 2 through Screen 9 for more information on these fields. If a number is displayed opposite
any of them, the number indicates the attribute’s sort hierarchy for the report.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF5
Next
Next
Advances to the next screen (Screen 179) to enter the Line Item Definition.
Annual Financial Reporting User Manual
Page III-23
Function/Sponsor Code Maintenance
Occasionally, attributes change during a fiscal year, and this can become an AFR reporting issue.
Screen 178 is used to indicate that an account has had a function, sponsor, or CFDA (Catalog of
Federal Domestic Assistance) code change during the fiscal year. The Action Line fiscal year
should be the year in which the account’s attribute(s) changed and for which the AFR is being
prepared.
For changes to a sponsor type, the old CFDA code must be included on this screen.
When used for a report, the beginning balance and a transfer out for the amount of the
beginning balance will be indicated against the old code(s). The revenues, expenditures, a
transfer in for the amount of the beginning balance, and the ending balance will be shown
under the current codes. Old codes are used in reports only if the report definition (Screen 174)
indicates that they should be used.
This screen is used mainly for data entry errors or to correct a misunderstanding on function
or sponsor in the accounting database.
Screen 178 - Function/Sponsor Code Maintenance
178 Function/Sponsor Code Maintenance
Screen: ___
Fiscal Year: 2012
04/03/13 09:31
FY 2013 CC 02
Account: ______
Old Sponsor Type: __
Old Function Code: __
Old CFDA Code: _______
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Basic Steps
•
Type the Old Sponsor Type, Old Function Code, and Old CFDA Code that should be used
in creating the report, and press <ENTER>.
Annual Financial Reporting User Manual
Page III-24
Screen 178 – Function/Sponsor Code Maintenance (cont’d)
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 Fiscal Year:
4 digits
Enter the fiscal year for the attribute being modified.
 Account:
6 digits
Indicate the account number of the old function code, old sponsor type, and
old CFDA code.
Screen Information
Old Sponsor
Type:
PF2 Help 2 characters
Indicate the type of sponsor previously tied to the indicated account number.
Old Function
Code:
PF2 Help 2 digits
Enter the function code previously used for the account.
Old CFDA Code:
PF2 Help 5 digits
Indicate the previously used Catalog of Federal Domestic Assistance code.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page III-25
Line Item Definition Maintenance
The rows of the AFR report are defined on FAMIS by using Screen 179. Row definition, in
conjunction with column definition (Screen 175), controls how the data appears in an individual
cell of a report. Additionally, you have control over the way the information is totaled on this
screen. Row definitions are created and maintained on Screen 179.
For exhibits and schedules, you will need to view the Master Campus so that you can select lines
that need to have manual entries created or your Member’s AFR reports.
Screen 179 - Line Item Definition Maintenance
179 Line Item Definition Maintenance
04/03/13 09:32
FY 2013 CC 02
Section: 1__
Screen: ___ CC: 00 Fiscal Year: 2012 Report: B-2-A_____
HD: __
Sub: __
Line
Val
Fn HD Sb Typ Col Ind From
To
Description
> S U
_ 2_ 1_ _ __
_ ______ ______ INSTITUTIONAL SUPPORT_________________
_ __
_ 3_ 1_ D __
A 000001 099999
*A__________________________________
_ __
_ 3_ 9_ Z __
_ ______ ______ TOTAL SERVICE DEPARTMENTS_____________
_ **
_ 3_ 9_ Z 6_
F ______ ______ [a]___________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
_ __ __ _ __
_ ______ ______ ______________________________________
_ __
**** End of data ****
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Camp Desc DLoad
Line Item Definition Maintenance Process
Function (Fn)
Function specifies what action you want to take with a record – generally either Adding (A),
Deleting (D), or Updating (U) the record. When you type an “X” in the Fn (function) field and
press <ENTER>, you select the record and will advance to Screen 180 (Extended Line Item
Maintenance).
Levels – Heading and Sub (HD and SB)
Each unique combination of HD (heading level) and Sb (subheading level) fields is summed
together to make one row on an AFR report. The numbers assigned determine the order in
which the items will appear on the report. When entered on the Action Line, these fields are
used as paging devices to position within a report section.
Leave gaps in the numbers that you assign to allow for growth or change.
WARNING! Heading changes will affect certain levels of subtotals. See Line Type descriptions
for more information.
Annual Financial Reporting User Manual
Page III-26
Screen 179 – Line Item Definition Maintenance (cont’d)
Line Type (Line Typ)
The line type determines the processing for a particular row. The most commonly used line
types are detail line (D), line command (L), manual entry (M), or total (R, S, T, Z) line. Each of
these values will have a different effect in the report.
Line commands are used with the Line Type of “L” (line) and are typed in the Description field.
See the values available in the Field Description section. Detail (D) lines are the most common
line types and generally are used to pull specific financial data from the FAMIS database.
If “M” (manual update) is displayed in the Line Typ field, you may press PF9 to view the reason
for the manual entry.
“Total” Lines or Report Levels
These line types are presented from the lowest level “R” to the highest level “Z.” Remember
that any lower level will be reset by a change to a higher level.
Remember – do not add a manual entry to a total line.
Running Total – “R” Line Type (lowest level)
A running total is initiated by entering an “R” line type. This calculation begins with a
section or heading change and continues to total until the “R” line prints and is reset
automatically by an “S” line type. The running total does not affect any other subtotals.
The “R” line will print the running total with a single underline and then skip a line
before the next entry.
Subtotal – “S” Line Type
Subtotal lines are initiated by using an “S” line type. Subtotals are like running totals
except that they are not reset when printed. They are reset automatically at heading
(HD) breaks. The “S” line prints the subtotal, single underlines it, and then skips a line.
Total – “T” Line Type
The total line is entered with a “T” line type. The sum of the data for one section is
printed with a double underline. These totals are automatically reset at the end of the
section.
Final Total – “Z” Line Type (highest level)
The final total “Z” is like the “T” line type except that it will transcend report sections. It
prints with a double underline, skips a line, and update indicator is not reset when the
line is printed.
Annual Financial Reporting User Manual
Page III-27
Screen 179 – Line Item Definition Maintenance (cont’d)
Description
To create a header which will print “continued” on subsequent pages, the first row of the text in
the Description field should be flush left. All subsequent row descriptions must be indented with
2 space increments.
Typing “*A” in the Description field tells FAMIS to display each account title (description) for a
particular line item detail. Typing an asterisk (*) in the Description field tells FAMIS to display
the subcode description for the information in the detail line.
See other line commands available in the Field Descriptions section.
Multiple Columns Inclusion
If double asterisks (**) are displayed in the U field, this indicates that data from multiple
columns is being updated. If blank, no updates exist for the line. A number displayed indicates
one update in the specified column.
Column (Col Field)
This column is used to indicate where a footnote pointer such as “[a]” appears on a report. It is
also used with a type Z report to indicate the column in which the data should be displayed.
Value Indicator (Val Ind Field)
This column is used to indicate the type of data being specified in the “From:” and “To:”
columns. See the values available in the Field Description section.
From and To Fields
These columns identify the beginning and ending values of the data type indicated by the Value
Indicator column. The most commonly used are GL account controls and SL object codes. These
can also be preceded by the 2-digit fund group to further narrow the range.
The data may already be restricted from previous entry screens before you get to this point.
Basic Steps
•
•
Enter the campus code (CC), Fiscal Year, Report code, and Section number for the
report being created, and include the heading (HD) and subheading (Sub) levels.
Press <ENTER> to create or view the record.
Select a row or cell for a manual entry:
•
•
•
Position your cursor in the Fn (Function) field next to the line, where the manual entry
must be made.
Type “X” in the Fn (Function) field and press <ENTER> to move to Screen 180, where the
manual data will be entered.
Refer to notes for Screen 180 to continue.
Annual Financial Reporting User Manual
Page III-28
Screen 179 – Line Item Definition Maintenance (cont’d)
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 CC:
2 digits
Enter the campus code to be used for the report.
 Fiscal Year:
4 digits
Enter the fiscal year for the report being created/modified.
 Report:
* Help 10 characters/digits
Enter the report code.
Section:
3 digits
Indicate the section number of the report that will use the definitions entered
on this screen.
HD:
2 digits
Designate a header level from 01 to 99 to provide a starting point to view data.
Sub:
2 digits
To position and view data at a particular starting position, enter a sub-header
level from 01 to 99, or leave blank. This field is used to distinguish each
entity—usually a detail level, and is used as a starting point to view data.
Screen Information
Fn:
PF2 Help 1 character
Enter the function code to indicate the type of definition or maintenance.
A = Add
U = Update
D = Delete
X = Select (advances to Screen 180 for manual, query, or update entry.)
HD:
2 digits
Type a header level from 01 to 99.
It is recommended that gaps be left in the numbers for future changes.
The numbers in the level are used to indicate the order of the rows.
Sb:
2 digits
Use this sub-header field to distinguish each entity – usually a detail level. It is
recommended that gaps be left in the numbers for future changes. Each
unique combination of HD/Sb makes a row (or more, if there is an asterisk (*)
in the description).
If the data is all zeroes, no header, data, or subtotals will be shown if the
use suppress module is specified as “Y” on Screen 174.
Annual Financial Reporting User Manual
Page III-29
Screen 179 – Line Item Definition Maintenance (cont’d)
Line Typ:
PF2 Help 1 character
Indicate the type of line being defined:
Blank = Description text is printed
B
= Break on function – only used for certain schedules. (Ex: Schedule B2)
C
= Continue two lines of description that are associated with one line.
Normally used with total lines that have a very long description.
D
= Detail information will be printed in the normal column format. This
is the most common line type.
L
= Line command, used to insert a blank line, underline, or prevent a
“total” from being reset (see Description field below for available
line commands).
M
= Manual entry (from D or T line). Indicates that the report needs to
use a value manually entered on Screen 180 of the AFR module.
Q
= Query indicates that a field updated in another report will be
included.
Levels of Total:
R
= Running total since the last header change or running total print. It
is printed and then reset. It does not affect the subtotal. The
running total is written and single underlined, and a line is then
skipped.
S
= Subtotal. It is reset between sections and when the header (HD)
value changes. Unlike the running total, it is not reset when printed.
It is written and underlined, and a line is skipped. (See line
command SNORESET.)
T
= Total for the report section. It is written and double underlined, and
a line is skipped. Totals are reset at the end of the section. (See line
command TNORESET.)
Z
= Final report total. It is like a “T” except that it transcends report
sections. It is double underlined and does not get reset when
printed. (See line command ZRESET.)
Col:
2 digits
The column to the right of which a footnote pointer, such as [a], appears on a
report. It is also used for a type 2 report to indicate the column in which the
amount should be displayed.
Annual Financial Reporting User Manual
Page III-30
Screen 179 – Line Item Definition Maintenance (cont’d)
Val Ind:
PF2 Help 1 character/digit
Indicate value indicator for the type of data being specified in the “From:” and
“To:” columns.
Blank = No defined value “Null”
A
= Account
B
= Bank Type
C
= Major CFDA
D
= Minor CFDA
E
= Element of Cost
F
= Footnote indicator. The Description field contains the mark (e.g. [a])
displayed next to the column. The Col field should indicate where
the footnote pointer will appear. If zero is entered in the Col field,
the footnote pointer will apply to the description information in Col
0.
G
= GL account control
P
= Function
S
= SL object code
T
= Text
1
=
3
4
5
6
7
=
=
=
=
=
Fund/Function (values of the two fields should be placed next to
each other without any intervening spaces)
Agency/Name
Revenue/Source
Type of Sponsor
Pass Through to Agency ID
Sort CFDA Funding Agency ID
From:
6 digits
Enter the beginning value of the data type indicated by the Value Indicator.
To:
6 digits
Designate the ending value of the data type indicated by the Value Indicator.
Description:
PF2 Help 38 characters
Type the description of the line item as it should appear on the report. Upper
and lower case is allowed, but it is recommended that lower case only be used
for the Footnote text.
If more room is needed for the description, press PF8 for extended text.
To create a header which will print “continued” on subsequent pages, the first
row of the text in the Description field should be flush left.
All subsequent row descriptions MUST be indented with 2 space increments.
“Subtotals” must line up with “Header”, while “Total” must be flush left.
Annual Financial Reporting User Manual
Page III-31
Screen 179 – Line Item Definition Maintenance (cont’d)
Description
(cont’d):
The following may be used only with the “D” line type:
*A Displays the description of the detail line (account titles)
* Displays the subcode descriptions
The following are special indicators that may be used with the “L” line type
ONLY:
DOLLAROFF – specifies dollar signs should be removed from the display (used
for footnotes)
DOLLARON – specifies dollar signs should be used.
DUNDERLINE – specifies a double underline should be printed.
NEWPAGE – Specifies a page break should occur.
NEWLINE – Specifies a new line should be inserted.
NUNDERLINE – Suppresses any underlines that would be printed from total
columns. Type must be “L.”
SNORESET – Passes subtotal value to the next header or section.
TNORESET – Passes total value to the next section.
UNDERLINE – Specifies the printing of an underline. Overrides the double
underline of a “T” or “Z.”
UPLINE – Moves print position up one line. Multiple UPLINES may be used
together.
ZRESET – Resets Z total.
The following may be used with detail lines:
@FY-END-DATE – will be replaced with month, fiscal year when used anywhere
in the description (format mmmmm, yyyy).
@FY-END-YY – will be replaced with 2 digit fiscal year when used anywhere in
the description (format yy).
@FY-END-YYYY – will be replaced with 4 digit fiscal year when used anywhere
in the description (format yyyy).
@FY-BEG-YYYY – Start of fiscal year will be displayed when this is used
anywhere in the description. (format yyyy).
>:
1 character
Indicates that an extended description exists for the line.
S:
PF2 Help 1 character
Indicate the sign to be used on the field of the report. Care needs to be taken
because signs can be reversed in multiple places (175 column screen, 180
extended line, 181 reassignment screen, and 179 row screen). For example,
setting it on a column and again on a detail line will cause the cell to be signed
in its original state.
B = Both display with reversed sign and reverse value when adding to
total.
M = Display as received, reverse value when adding to total (math only)
Y = Display with sign reversed, add value as received to total
Annual Financial Reporting User Manual
Page III-32
Screen 179 – Line Item Definition Maintenance (cont’d)
U:
Additional Functions
2 characters/digits
Displays column number from which an update entry is made on Screen 180.
This is used to store a value from a cell so that it can be used in another
section or report. The value “**” indicates multiple entries are included. If
multiple lines exist for a heading/subheading, the update will be stored on the
first occurrence. Only certain line types can have an update attached to them.
Some of them are D, R, S, T, and Z.
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF7
Camp
Campus
Shows the campus codes that use this particular report.
PF8
Desc
Description
Provides more space to enter a longer description than was provided in the
Description field.
PF9
DLoad
Download
Download screen information using Entire Connection.
Annual Financial Reporting User Manual
Page III-33
Extended Line Item Maintenance
FAMIS will allow you to make a manual entry for a specified column on the report, to query an
amount from another previously run report, or store an update to be used on other reports.
These AFR report entries are made for a selected month and created/modified on Screen 180 by
typing the information in the appropriate column.
System Members will enter information for their specific campus codes on this screen. Care
must be taken to ensure that the AFR manual entries are made in the appropriate “Manual CC”
and “Manual Month.” The month currently defaults to 13. It should be noted that entries made
for each month or campus are independent of each other – prior months’ entries are not added
together to calculate a future month’s amount.
Screen 180 – Extended Line Item Maintenance
180 Extended Line Item Maintenance
02/26/10 11:08
FY 2010 CC 02
Section: 1__
Screen: ___ CC: 00 Fiscal Year: 2010 Report: C-1_______
Hd: 3_
Sub Hd: 3_
Manual CC: 00
Manual Month: 13
Description:
GENERAL REVENUE______________________________________________
M - Col
Amount
| Q - Col FY
Report
Sec
UPN | U - Col R
UPN
1_ ______________ |
__ ____ __________ ___ _____ |
1_ _ 50036
2_ ___-2500002.00 |
__ ____ __________ ___ _____ |
2_ _ 50037
__ ______________ |
__ ____ __________ ___ _____ |
3_ _ 50038
__ ______________ |
__ ____ __________ ___ _____ |
5_ _ 50039
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
__ ______________ |
__ ____ __________ ___ _____ |
__ _ _____
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Camp
Mrsn Audit
The negative sign must be entered in front of the number.
Extended Line Item Maintenance Process
Manual Entries
A manual entry for a specific column may be made in the M - Col field. Be sure to include the
decimal point and precede the amount with a minus sign if it is a negative number.
A new entry on an existing column will replace the existing dollar amount.
The manual entry will only affect that particular Manual CC and the Manual Month, so if you
add an entry in month 7 and run the report for month 13, you won’t see the manual entry.
Annual Financial Reporting User Manual
Page III-34
Screen 180 – Extended Line Item Maintenance (cont’d)
Manual entries will be done on the Member campus while the report itself will be stored on the
Master campus. When a report is generated, FAMIS only looks at the specifications defined for a
particular campus for manual entries. Each manual entry requires a justification reason that is
entered on a pop-up window. An “M” entry will automatically create an “M” row on Screen 179
(if it does not already exist). The manual entry amount will be added to the amount placed in
that cell by a detail, query, or total.
Do not add a manual entry to a “TOTAL” line.
To delete a manual entry, simply go to Screen 180 and blank out the manual entry’s amount.
Update Fields
The purpose of the update field is to store dollar data for use in another report or in subsequent
sections of the same report.
An update is always associated with a D, R, S, T, or Z line (row). The U-section of this screen
indicates that FAMIS should identify and store specific dollar data for use in other reports or
sections. The data stored will be the value in a given cell identified by a section, header,
subheader, and column of a particular report. Once updated, the data is immediately available
for query.
Query Fields
Query fields and Update Fields work together to save time and calculation effort.
A query entry, made in the Q- portion of this screen, instructs that data previously updated be
added into the Q column. The Col field indicates the column on the current report where the
data should be included. Timing is important to ensure that the data being queried has been
stored with an update PRIOR to the query. If not, the query will get the information stored the
last time the update was run and your report probably will be incorrect. The update must be
identified by fiscal year, report, section, and update number.
Within the Q section:
• the first field (Col) is where the data will be added
• the next four fields (FY, Report, Sec, and UPN) are where the data will come from.
A message will appear at run time if queried information does not exist. The entry will
automatically create a Q line on Screen 179 (if it does not already exist).
Query entries will be used extensively by Exhibit C – which will query or pull data from other
reports that have already calculated the numbers (i.e. C-1 and C-2).
You must run for the SAME month if you cross fiscal years in your query.
Annual Financial Reporting User Manual
Page III-35
Screen 180 – Extended Line Item Maintenance (cont’d)
Basic Steps
•
•
Enter the campus code (CC), Fiscal Year, Report code, and Section number that will use
the information entered on this screen. Enter the header (Hd) and subheader (Sub Hd)
level, and change the Manual CC (campus code) and Manual Month, if necessary.
Press <ENTER> to view or record the information.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 CC:
2 digits
Enter the campus code for the report being created/modified.
 Fiscal Year:
4 digits
Type the fiscal year for the report being created/modified.
 Report:
* Help 10 characters/digits
Enter the report code.
 Section:
3 digits
Indicate the section number of the report where the extended line item
information will be applied.
 Hd:
2 digits
Designate the line item header level.
 Sub Hd:
2 digits
Enter the sub-header line item level.
 Manual CC:
2 digits
Indicate the member campus code for the manual entry. The report may be
stored on the Master campus, but the manual entry will be done on the
Member campus.
 Manual Month:
2 digits (month text displayed)
th
Type the month for the manual entry. Default is 13 month.
Screen Information
Description:
- - Manual - M - Col:
65 characters
Displays a description that was entered on Screen 179. This description may be
changed.
2 digits
Enter the column number where manual entry is to be included on the report.
Annual Financial Reporting User Manual
Page III-36
Screen 180 – Extended Line Item Maintenance (cont’d)
Amount:
- - Query - Q - Col:
14 digits
Enter the manual entry amount. This amount is added or subtracted from a
cell.
It must be signed the same as the original number to increase its value
and opposite to decrease the value. The negative sign must be entered in
front of the number.
2 digits
This query function is used to indicate the column number where the retrieved
amount is to be included on the report. Multiple entries of the same column
number can be used to indicate that the dollars should be added together.
FY:
4 digits
The fiscal year of the report from which the number should be queried.
Report:
10 characters/digits
Shows the report code from which the number should be queried.
Sec:
3 digits
Indicates the section of the report from which the number should be queried.
UPN:
5 digits
Indicates the update number of the referenced report. This number is found
on Screen 193, generated by the system, and unique to a section.
- - Update - U - Col:
2 digits
Include column number of current report where update is to be identified for
use in another report. The dollars in this column will be stored for retrieval.
R:
1 character
Value of “Y” in the reverse sign indicator will reverse the sign on the dollar
amount being updated.
UPN:
5 digits
Displays the computer generated sequential update number. This number is
unique within a section.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF7
Camp
Campus
Shows the campus code(s) using this report.
PF9
Mrsn
Manual Entry Reason
To view or enter the reason for the manual entry.
PF10
Audit
Audit
Shows audit information for last update time, date, and user for each column
line.
Annual Financial Reporting User Manual
Page III-37
PostScript Parameter Table
Screen 182 is used to define the Post Script parameters that will be used to print a specific
Annual Financial Report. These parameters determine how the report will look when it is
printed. If not specifically defined, system defaults will be used.
The default font for reports is Times New Roman. If you would prefer to have Courier set as
your default font, send an email request to [email protected]. To change the font for
specific reports, place your cursor in the Font field and press PF2.
The sizing parameters have been added to this screen. These four parameters are used together
to reduce the size of a large report, such as Exhibit B.
Currently, only the System Office of Budgets and Accounting has update access to this screen.
Screen 182 – PostScript Parameter Table
182 PostScript Parameter Table
Screen: ___
CC: 00
Fiscal Year: 2012
Portrait or Landscape:
Break Page After Column:
Font Size:
Number Header Characters:
Tenth Offset:
P
_
6
48
10
04/03/13 09:35
FY 2013 CC 02
Report Code: C-1_______
Font: TIMES NEW ROMAN_____
Column Length:
Line Length Difference:
Header Length:
Line Width:
Maximum Line Size:
0.88__
0.04__
2.50__
0.12__
95
---- Sizing Parameters ---X Translate: 38
Y Translate: 45
X Scale: 90
Y Scale: 96
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Basic Steps
•
•
•
Type the campus code (CC), Fiscal Year, and Report code, and press <ENTER>.
Enter desired specifications and/or modifications for printing the report.
Press <ENTER> to record the new information.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
CC:
 Fiscal Year:
2 digits
Enter the desired campus code.
4 digits
Enter fiscal year for the report being created/modified.
Annual Financial Reporting User Manual
Page III-38
Screen 182 – PostScript Parameter Table (cont’d)
 Report Code:
Screen Information
* Help 10 characters/digits
Enter the report code.
Font:
PF2 Help 20 characters
Displays the default font for the printed report as Times New Roman. To
change the font to Courier, press PF2, type “X” in the pop-up window to select
it from the list, and press <ENTER>. Send an email to [email protected] to
change the default font.
Portrait or
Landscape:
PF2 Help 1 character
Indicate whether the report should be printed portrait (P) or landscape (L).
Column Length:
PF2 Help 5 digits
Enter the desired length of the column (in inches).
Break Page After
Column:
PF2 Help 1 digit
Designate the last column to be printed on a page before a page break occurs.
Line Length
Difference:
PF2 Help 5 digits
Specify the length between each column on the report (in inches).
Font Size:
PF2 Help 1 digit
Indicate the font size to be used in printing the report (6, 7, or 8).
Header Length:
PF2 Help 5 digits
This field determines the length of the header text area (in inches) to be used
on the printed report.
Number Header
Characters:
PF2 Help 2 digits
Designate maximum number of characters allowed in the description column.
Line Width:
PF2 Help 5 digits
Specify the width of each row printed on the report.
Tenth Offset:
PF2 Help 2 digits
This field indicates the number that the dollar amounts are adjusted to the left
(in tenths of an inch) for each column.
Maximum
Line Size:
PF2 Help 2 digits
Indicate the maximum number of lines allowed on each page.
Sizing Parameters
X Translate:
Y Translate:
2 digits
Enter the amount (in tenths of an inch) that the X axis will be shifted to the
right.
2 digits
Designate the amount (in tenths of an inch) that the Y axis will be shifted up.
Annual Financial Reporting User Manual
Page III-39
Screen 182 – PostScript Parameter Table (cont’d)
X Scale:
2 digits
Indicate the X axis reduction factor specifying a percentage of the original scale.
For example: “98” will reduce the X (left to right) scale to “98%” of the original
size.
Y Scale:
2 digits
Enter Y axis reduction factor specifying a percentage of the original scale. For
example: “98” will reduce the Y (top to bottom) scale to “98%” of the original
size.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page III-40
Copy Report Specifications
Once the specifications for a report have been created and defined, they may be copied and
later modified to generate a similar report. This copy function would be used primarily to copy a
report from one year to another or to create additional report sections whose specifications are
similar to those already created. Copying of the actual specifications is not performed online. A
batch job is submitted to complete the desired copy function.
Because of the potential to overlay a valid schedule or exhibit,
security update access to this screen should be limited.
Screen 170 - Copy Report Specifications
170 Copy Report Specifications
Screen: ___
04/03/13 09:44
FY 2013 CC 00
View Work Order: 201300045
<---------- COPY FROM ---------->
Fiscal Year:
Report:
Campus Code:
Section Nbr:
2012
N-2_______
__
___
<---------- COPY TO ---------->
Fiscal Year:
Report:
Campus Code:
Section Nbr:
New Query Report:
Exhibit or Schedule:
2013
N-2_______
__
___
__________
_
OverWrite: N
Append 179: N
---------------------------- Work Order Information ------------------------------ Submit Information ------- Run Information ---Work Order: 201300045
Status: C
Start Dt: 12/11/2012
Created Dt: 12/11/2012
Start Time: 11:43:41
Created Time: 11:43:17
End Dt: 12/11/2012
Created By:
End Time: 11:43:44
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Copy
Copy Reports Process
You may copy existing report specifications with this screen or display previous copy actions
performed by a specific work order. This screen does not produce any physical reports.
Care must be taken when copying to a previously created report/report section to avoid
overwriting the existing specifications of the original report.
Each time a copy is made, FAMIS assigns a unique work order number to the action. You may
view a list of existing work order numbers on Screen 194. These work orders are a way of
displaying previous copy actions.
The newly copied report/report section can be viewed on Screen 179.
Annual Financial Reporting User Manual
Page III-41
Screen 170 – Copy Report Specifications (cont’d)
Basic Steps
•
•
•
•
•
•
Type “COPY FROM” and “COPY TO” Fiscal Year and Report code. If “COPY TO” report
already exists, type “Y” in the OverWrite field to overlay the current specifications. If
“copy to” is a new report, type “N” in the OverWrite field.
To append only the Screen 179 information from one section to another, type “Y” in the
Append 179 field.
To copy all AFR reports from one year to the next, enter the fiscal years for “COPY
FROM” and “COPY TO” and type “N” in the Append and OverWrite fields.
To view a previous copy action, type the work order number in the View Work Order
field. If the work order number is unknown, you may type a question mark (?) in this
field, and select a desired work order by typing an “X” in the Sel (Select) field and
pressing <ENTER>.
Copies created by this screen will overwrite previously created report/report section
specifications unless you type “N” in the OverWrite field.
Press PF9 to process the copy. The copy action will be assigned a work order number.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 View Work
Order:
PF2 Help 9 digits
To view an existing work order, enter the work order number assigned by
FAMIS when previous specifications for a report were copied.
Screen Information
COPY FROM
 Fiscal Year:
 Report:
4 digits
Enter the “from” fiscal year.
PF2 Help 10 characters/digits
Type the “from” report code.
Campus Code:
2 digits
Indicate the “from” campus code (optional).
Section Nbr:
3 digits
Enter “from” section number (optional). All sections will be copied if this is left
blank.
COPY TO
 Fiscal Year:
4 digits
Enter the “to” fiscal year.
Annual Financial Reporting User Manual
Page III-42
Screen 170 – Copy Report Specifications (cont’d)
 Report:
PF2 Help 10 characters/digits
Enter the “to” report code.
Campus Code:
2 digits
Enter the “to” campus code.
Section Nbr:
3 digits
Designate the “to” section number.
New Query Rpt:
PF2 Help 10 characters/digits
Enter “new” name of the query report (Screen 180) being created.
This will change all report names within the section(s).
Exhibit or
Schedule:
 Overwrite:
Append 179:
PF2 Help 1 character
Include the type of report: Exhibit (E), Scheduled (S), or User (U).
1 character
Indicate whether or not to overwrite previously defined report specifications.
Type “Y” if the copy being made is to replace previously defined report
specifications. Type “N” to prevent overlay of a previously defined report.
1 character
Type “Y” to copy only Screen 179 information from one section to another.
Work Order Information
Submit Information
Work Order:
Status:
9 digits
Indicates the work order number assigned to FAMIS for the report
specifications created.
1 character
Displays the status of the work order created for the copy being viewed.
C
O
= Closed
= Open, not yet run
Created Dt:
8 digits
Shows the date the specifications were requested to be copied.
Created Time:
6 digits
Designates the time the specifications were requested to be copied.
Created By:
25 characters
Displays the name of the person who requested copy process.
Annual Financial Reporting User Manual
Page III-43
Screen 170 – Copy Report Specifications (cont’d)
Run Information
Start Dt:
8 digits
Shows the date the specifications were copied.
Start Time:
6 digits
Displays the time the report specifications were created by the batch process.
End Dt:
8 digits
Indicates an ending date when the specifications were created.
End Time:
6 digits
Shows the time the specifications finished being copied.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF9
Copy
Copy
Creates the copy specified in the fields on the screen.
Annual Financial Reporting User Manual
Page III-44
Section IV
Report Print
Annual Financial Reporting User Manual
Page IV-2
Print Report
Screen 171 will submit a request for a report to print. To print a report from the AFR module,
you must select the desired report and provide instructions to produce the output. These
instructions may include where the report is to be printed and how the data should appear on
the printout.
The default font for reports is Times New Roman. If you would prefer to have Courier set as
your default font, send an email request to [email protected]. To change the font for
specific reports, place your cursor in the Font field, and press PF2.
Reports are generally processed in an overnight batch procedure due to the potential
competition for resources with the online system. Online processing is given processing priority
during the day in the effort to keep system response time to a minimum.
To delete reports submitted to print, send an email to [email protected].
They can delete the job for you.
Screen 171 - Print Report
171 Print Report
Screen: ___
09/05/12 11:32
FY 2012 CC 02
Fiscal Year: 2012 Report: C-1_______
Work Order: _________ Recalculation:
Month: 13
Copies: 1_
Draft/Final: D
Campus Code: 02
Table of Contents: _
Renumber Section: ___
Destination:
Font:
Form:
Specifications:
FSCAFR____________
TIMES NEW ROMAN_____
SLW1__
Hold: N
_
Priority: 3
Row Highlight: Y
TOC Only: _
Suppress Off: _
Round Numbers: _
------------------------------ Report Information ----------------------------Short Description: SCHEDULE OF CURRENT FUNDS REVENUES
Exhibit or Schedule: S
Report Code: C-1
Last Print Dt:
Report Type: 1
Last Print Time:
Number of Cols: 6
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
CCSel
Print
Default setting for Row Highlight is “Y.” This will be ignored for the specifications report.
Print Report Process
You may only enter either the Report code or a Work Order number in the fields provided. If
entries are made in both fields, you will receive an error message.
The work order Recalculation field should be used when the only changes made to the report
definition are to manual or query entries. If the Work Order field is used when changes to the
report specifications have been made, these changes will not be reflected in the resulting report
printout.
Recalculations are done immediately, not processed overnight.
Annual Financial Reporting User Manual
Page IV-3
Screen 171 – Print Report (cont’d)
Work Order Numbers
A work order is a campus specific computer-generated number used to uniquely identify a batch
report print or copy.
Once a report request has been made on this screen (PF9), a work order number will be
assigned, the report will be placed in a queue to be processed after hours, and the resulting
output will be released to the specified printer (destination).
Print a Report and Report Specifications
The Destination field shows where the reports will be printed and may be changed if necessary.
You may also indicate whether the printed report is to be a draft (D) copy or the final (F) version
by entering one of these codes in the Draft/Final field. Both are captioned as “unaudited;”
however, draft also displays date, time, campus code(s), and work order number.
To print a copy of the report specifications, enter “Y” in the Specifications field.
Caution: Do not print a copy of the specifications for CC 00 – this output will be too large.
Leaving this field blank will produce the actual AFR report. The specifications report lists all the
specifications that have been entered on the screens in the AFR module.
Campus Selection
If the report is to show data for a different campus than the batch default specified on Screen
203 (and shown in the Campus Code field), press PF6 to select the campus code(s) the report
should include. You will be able to request reports only for the System Members identified on
Screen 203 as allowed by your campus. Note that a one-character campus code has been
defined to include common multi-Member combinations.
If you want the printed report to simulate gray bar (every other row shaded), type “Y” in
the Row Highlight field. (This feature is not available with specifications report.)
Suppression of Lines with No Dollar Data
When testing a report, you may wish to display rows that would normally be zero suppressed.
By entering a “Y” in the Suppress Off field, the Screen 174 suppress flag will be overridden and
lines containing no information will be printed on your report. You may want to turn suppress
off to debug your reports and then put it back for your final runs.
Recalculation
When a report has previously been run and you (1) need a copy sent to a different printer, or (2)
only minor heading changes or manual or query entry changes have been made since the report
was run, you should reference the previous work order so that the data can be recalculated to
save time. This method is faster than running the report from the beginning and also allows you
to run the report during the day.
Annual Financial Reporting User Manual
Page IV-4
Screen 171 – Print Report (cont’d)
Remember that, in addition to resubmitting a previous work order, you must “recalculate” any
reports “tied” to the one changed – for example, any change made to the C-1 will also change
Exhibit C. So, if you change the C-1 on Screen 180, you would go to Screen 171, type a work
order number, press <ENTER>, and then press PF9. After it has successfully run, you must also
recalculate Exhibit C.
Basic Steps
•
•
•
•
Type Fiscal Year and either the Report code or a Work Order number in the fields
provided and press <ENTER>. You will receive an error message if entries are made in
both of these fields.
Press PF10 to access a list of campus codes, and type an “X” beside the desired
campus(es) to be used to produce the report.
Select the options to be used in printing the report. Verify that the proper month is
used. To print gray bars, type “Y” in the Row Highlight field. Press <ENTER>.
Press PF9 to submit the report so that it may be printed. FAMIS will assign a work order
number to the print request.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 Fiscal Year:
4 digits
Enter the fiscal year for the report being created/ modified.
 Report:
* Help 10 characters/digits
Enter the report code. This field cannot be filled in if Work Order is used.
Work Order:
PF2 Help 9 digits
This is a computer generated number assigned by FAMIS when a report request
is submitted. Indicate the work order number to be viewed.
This field cannot be used when the Report field is filled in.
Recalculation:
Screen Information
1 character
Indicates that the previously submitted work order will be used, including the
data extracted from the accounting database forms. Accounting entries will
not be reflected. The only information that will be updated is cosmetic
formatting changes, manual entries, or queries.
Month:
2 digits
Value entered is the month through which the data will be pulled to produce
the report (i.e., if “4” is entered, then months September through April will be
included).
Destination:
18 characters/digits
To override the default printer destination (specified on Screen 201), enter a
new printer destination here.
Annual Financial Reporting User Manual
Page IV-5
Screen 171 – Print Report (cont’d)
Font:
PF2 Help 20 characters
Displays the default font for the printed report as Times New Roman. (You may
need to have your IT team add this font to your printer.) To change the font to
Courier, press PF2, type “X” in the pop-up window to select it from the list, and
press <ENTER>. Send an email to [email protected] to change the default
font.
Copies:
2 digits
Type the number of copies to be printed if different from the pre-set number
of copies assigned on the printer specifications screen (Screen 201).
Form:
6 characters/digits
Enter the printer form code on which the specifications report should be
printed.
Hold:
1 character
Identify whether output should be put on hold or released to the printer.
N = release output
Y = run report and do NOT release the output to a printer. (This should only
be done with the prior approval of FAMIS because the reports must be
manually released in order to print.)
Draft/Final:
1 character
Designate whether the printed report will be a (D) draft copy or (F) final
version. A “draft” copy will include the date/time, campus code(s), and work
order number. The word “Unaudited” appears in the title of both draft and
final reports.
When “F” (Final) is specified, an exhibit will be shrunk by about 2% to
increase margin space for binding.
Specifications:
PF2 Help 1 character
Identify the report specifications code:
Y
= Prints Specification Report that details the AFR specifications.
M
= Produces a report with only the manual entries displayed.
Blank =
Be sure you have run an original report first before you attempt
to use this option.
Produces the main report.
Priority:
1 digit
The processing priority at which the report should be run. Enter a number less
than 5. The default is 3. This will be assigned for the member submitted
reports.
Campus Code:
PF2 Help 2 digits
Derive from batch campus default on Screen 203. This is the campus code (or
designated combination of campus codes) for which the campus typically
produces its AFR reports.
Annual Financial Reporting User Manual
Page IV-6
Screen 171 – Print Report (cont’d)
Row Highlight:
1 character
The default setting is “Y” to simulate gray bar paper (shading every other row
of the report). Leave this field blank to omit this feature. This will be ignored
for the specifications report.
Suppress Off:
1 character
Type “Y” to display blank lines that would normally be zero suppressed because
of a “Y” in the Screen 174 Use Suppression Module field.
Suggestion – check your reports with “Y” to find any accounts misclassified.
Table of
Contents:
1 character
Enter “Y” to include a table of contents with the report.
TOC Only:
1 character
Indicate with “Y” to print only the Table of Contents.
Leave the field blank to print the report.
Round
Numbers:
1 character
FAMIS will automatically round the numbers if “Y” is entered in this field.
Numbers are rounded up if greater than .49 and rounded down otherwise.
Renumber
Section:
3 digits
For the combined book, use this field to designate a new section number to be
used for page sectioning of the report.
Short Description:
Exhibit or Schedule:
Last Print Dt:
Last Print Time:
Report Information
Short
Description:
SCHEDULE OF CURRENT FUNDS REVENUES
S
Report Code: C-1
04/14/2005
Report Type: 1
01:20:52
Number of Cols: 6
35 characters
Displays a short description of the report title, as it will appear in the Table of
Contents.
Exhibit or
Schedule:
PF2 Help 1 character
Indicates the report is an Exhibit (E) or Schedule (S).
Report Code:
10 characters/digits
Displays the report code.
Last Print Dt:
8 digits
Displays the date the report was previously printed.
Report Type:
PF2 Help 1 digit
Indicates the type of report (Screen 174) being printed.
1 = Multiple columns with column headers
2 = Three columns with no column headings
Last Print Time:
6 digits
Shows the time the report was previously printed.
Annual Financial Reporting User Manual
Page IV-7
Screen 171 – Print Report (cont’d)
Number of Cols:
Additional Functions
1 digit
Displays the number of columns on the printed report.
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF6
CCSel
Campus Code Select
Displays a pop-up window that allows you to select the campus code(s) for the
print job. The only campus codes that appear in the pop-up are the ones
defined for campus submission in the Batch Campus Access section of Screen
203 (Campus Control Table). The following is an example of what the master
campus selection table might look like:
Select ONE campus code with an 'X'. Any letter choices
listed are valid, and are a combination of two or more
campus codes that will be used to produce the report.
PF9
Print
_ A
_ B
_ C
_ D
_ E
_ F
_ 00
_ 01
_ 02
_ 03
_ 04
_ 05
_ 06
_ 07
_ 08
_ 09
_ 10
_ 11
_ 12
_ 14
_ 15
_ 16
X 17
_ 18
_ 19
_ 20
_ 21
_ 22
_ 99
Print
Submits the report to print.
Annual Financial Reporting User Manual
Page IV-8
Print Group Reports
To print all or selected reports from the AFR module, you must select the desired reports and
provide instructions to produce the output. These instructions may include where the reports
are to be printed and how the data should appear on the printouts. Screen 172 will submit
sequenced print requests for each of the specified reports.
The default font for reports is Times New Roman. If you would prefer to have Courier set as
your default font, send an email request to [email protected]. To change the font for
specific reports, place your cursor in the Font field and press PF2.
Group reports are run in batch due to the potential competition for resources with the online
system. Online processing is given processing priority in the effort to keep system response time
to a minimum.
Screen 172 – Print Group Reports
172 Print Group Reports
Screen: ___
04/03/13 09:59
FY 2013 CC 02
Fiscal Year: 2013
Month:
Copies:
Draft/Final:
Font:
13
Destination: FSCAFR____________
1_
Form: SLW1__ Hold: N
D
Specifications: _
Priority: 3
TIMES NEW ROMAN_____
Campus Code: 02
Table of Contents: _
Row Highlight: Y
Round Numbers: _
Start Work Order:
Submitted Reports:
Suppress Off: _
End Work Order:
You must press PF9 to print the reports
after making your selection from the
pop-up screens.
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
CCSel
GASB Print User
Default setting for Row Highlight is “Y.” This will be ignored for the specifications report.
Group Print Report Process
Once the report request has been made on this screen, a work order number will be assigned,
and the report will be placed in a queue and will be printed after hours to the printer specified
in the Destination field.
If you need to make changes to a previously generated report, enter the work order number and
resubmit the print job on Screen 171.
Print Reports and Report Specifications
To print all reports, enter “Y” in the Print All field. The Destination field shows where the
reports will be printed and may be changed if necessary. You may also indicate whether the
printed report is to be a draft (D) copy or the final (F) version by entering one of these codes in
the Draft/Final field. A draft copy is tagged with the date/time and a work order number.
Annual Financial Reporting User Manual
Page IV-9
Screen 172 – Print Group Reports (cont’d)
If the reports get run out of order, select the one out of order, go to Screen 171, put in the work
order number, and recalculate.
To print a copy of the specifications report, enter “Y” in the Specifications field. Caution: Do not
print the specifications for CC 00 – the output will be too large. Leaving this field blank will
produce the actual AFR reports. The specifications report lists all the specifications that have
been entered on the screens in the AFR module.
Campus Selection
If the report is to show data for a different campus than the batch default specified on Screen
203 (and shown in the Campus Code field), press PF6 to select the campus the report should
include. You will be able to request reports only for the System Members identified as allowed
by your campus on Screen 203. Note that a one-character alpha campus code has been defined
to include common multi-Member combinations.
If you want the printed report to simulate gray bar (every other row shaded), type “Y” in the
Row Highlight field.
Suppression of Lines with No Dollar Data
When testing a report, you may wish to see rows displayed that would not normally print
because they have no dollar data (zeros in each column) and suppression has been requested
for the section via Screen 174. By entering a “Y” in the Suppress Off field on Screen 171 at print
time, you will override the suppress flag and print the blank lines on your report.
Basic Steps
•
•
•
•
•
•
•
Type the fiscal year in the Fiscal Year field and press <ENTER>.
The default for the Month field is 13, which would be year-to-date. If you want to see
reports by month, type the desired month number in this field (such as 9 for September,
etc.).
To turn gray bar on, type “Y” in the Row Highlight field. Press <ENTER>.
Press PF2 on the Font field, select the desired font in the pop-up window by typing “X”
next to the desired font, and press <ENTER>.
Press PF6 to access a list of campus codes, and type an “X” beside the desired
campus(es) to be used to produce the report.
Press PF8 to print the new GASB reports. Select which reports to print. This screen will
also prompt you to run prerequisites. Press PF9 to submit the reports so that they may
be run and printed. FAMIS will assign each report a work order number.
You can type “X” to run and print reports, or you can type “R” to run a report
without printing it (for example, prerequisite reports).
Press PF10 to print User reports. Select which reports to print. The prerequisites screen
does not work for these reports. Press PF9 to submit the reports so that they may be
run and printed. FAMIS will assign each report a work order number.
You need to print the old and the new reports separately. You must select the
reports you want to print and press PF9 on both of the PF7 and PF8 pop-up screens.
Annual Financial Reporting User Manual
Page IV-10
Screen 172 – Print Group Reports (cont’d)
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 Fiscal Year:
Screen Information
4 digits
Enter the fiscal year for the report being created/modified.
Month:
2 digits
Indicate the month through which the data will be pulled to produce the report
(i.e., if “4” is entered, months September through April will be included).
Destination:
18 characters/digits
To override the default printer destination (specified on Screen 201), enter a
new destination here.
Copies:
2 digits
Enter the number of copies to be printed if different from the pre-set number
of copies assigned on the printer specifications screen (Screen 201).
Form:
6 characters/digits
Enter the printer form code on which the report should be printed.
Hold:
1 character
Identify whether output should be put on hold or released to the printer.
N = release output
Y = run report and do NOT release the output to a printer.
This should only be done with the prior approval of FAMIS because
the reports must be manually released in order to print.
Draft/Final:
1 character
Designate whether the printed report will be a (D) draft copy or the (F) final
version. A draft copy will include the date/time, campus code(s), and work
order number. The word “Unaudited” appears in the title of both draft and
final reports. When “F” (Final) is specified, an exhibit will be shrunk by about
2% to increase margin space for binding.
Specifications:
1 character
To print a report that details the AFR specifications, enter “Y.” Otherwise,
leave this field blank to produce the main report.
Priority:
1 digit
The processing priority at which the report should be run. Enter a number less
than 5. The default is 3. This will be assigned for the member submitted
reports.
Annual Financial Reporting User Manual
Page IV-11
Screen 172 – Print Group Reports (cont’d)
Font:
PF2 Help 20 characters
Displays the default font for the printed report as Times New Roman. (You may
need to have your IT team add this font to your printer.) To change the font to
Courier, press PF2, type “X” in the pop-up window to select it from the list, and
press <ENTER>. Send an email to [email protected] to change the default
font.
Campus Code:
PF2 Help 2 digits
This defaults from batch campus default on Screen 203. This is the campus
code (or designated combination of campus codes) for which the campus
typically produces its AFR reports.
Row Highlight:
1 character
The default setting is “Y” to simulate gray bar paper (shading every other row
of the report). Leave this field blank to omit this feature. This will be ignored
for the specifications report.
Suppress Off:
1 character
Type “Y” to display blank lines that would normally be zero suppressed because
of a “Y” in the Screen 174 Use Suppression Module field.
Table of
Contents:
1 character
Enter “Y” to include a table of contents with the report.
Round Numbers:
1 character
FAMIS will automatically round the numbers if “Y” is entered in this field.
Numbers are rounded up if greater than .49 and rounded down otherwise.
Start Work
Order:
9 digits
Displays the beginning number of work orders submitted to be run.
End Work Order:
9 digits
Identifies the final number of the work orders submitted.
The next work order number is displayed on Screen 203.
Submitted
Reports:
Additional Functions
PF KEYS
2 digits
Shows the number of reports submitted.
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page IV-12
Screen 172 – Print Group Reports (cont’d)
PF6
CCSel
Campus Code Select
Displays a pop-up window which allows the selection of campus code(s) for the
print job. The following is an example of what the campus selection table might
look like:
+-----------------------------------------------------------------+
|
|
|
Select ONE campus code with an 'X'. Any letter choices
|
|
listed are valid, and are a combination of two or more
|
|
campus codes that will be used to produce the report.
|
|
|
|
_ K
_ 00 X 01 _ 02 _ 04 _ 05 _ 06 _ 07 _ 08 _ 09
|
|
|
|
_ 10 _ 11 _ 12 _ 15 _ 16 _ 17 _ 18 _ 20 _ 21 _ 22
|
|
|
|
_ 23 _ 99
|
|
|
+-----------------------------------------------------------------+
The only campus codes that appear in the pop-up are the ones defined
for campus submission in the Batch Campus Access section of Screen
203 (Campus Control Table).
PF8
GASB
GASB Reports
Used to print the new GASB reports. Select the reports to be printed and
prerequisites, if any. Press PF9 to print.
+-----------------------Report Selection Screen-----------------------+
| H8049 Please enter an 'X' to indicate selection
|
|
Run All: _
Select with X - Run and Print
|
|
R - Run Only
|
|
|
|
_ III
| _ IV
| _ V
| _ III-FUND
|
|
_ III-1
| _ IV-FUND
| _ IV-1
| _ IV-2
|
|
_ IV-3
| _ IV-3-A
| _ IV-4
| _ IV-5-A
|
|
_ N-2
| _ N-2-FN
| _ N-2SYSTR
| _ N-2SYST2
|
|
_ N-21
| _ TANDF-TD
| X THREE
| R THREE-A
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
| Press <PF4> to Quit <PF5> to reset selections
|
|
|
+---------------------------------------------------------------------+
Annual Financial Reporting User Manual
Page IV-13
Screen 172 – Print Group Reports (cont’d)
PF9
Print
Print
Submits the report to print. The window below will appear if you initially select
report(s) that have a prerequisite report requirement.
+-------------------------------------------------------------------+
|
** End of list - 8 records found **
|
|
Prerequisites exist for the selected report(s).
|
|
To run prerequisites
- Select with an 'X'
|
|
To ignore prerequisites - Blank out 'X'
|
|
|
|
Sel
Prerequisite(s)
Report
|
|
--- ---------------------------------------- ---------|
|
_ A
A-CONTD
|
|
_ B-13-SYS,C-1,B-2-A,C-2
B
|
|
_ B-13-SYS,C-1,B-2-A,C-2,B
B-CONTD
|
|
_ B-8,B-9,B-2-A,C-2
B-11
|
|
_ B-13-SYS
B-13
|
|
_ B-2-A
B-2
|
|
X C-1,B-2-A,C-2
C
|
|
_ B-2-A
C-2
|
|
|
|
|
|
Press <PF4> to Quit
|
+-------------------------------------------------------------------+
PF10
User
User
Displays the existing user reports that can be selected for print. The
prerequisites window does not work for these reports.
+-----------------------Report Selection Screen-----------------------+
| H8049 Please enter an 'X' to indicate selection
|
|
Run All: _
Select with X - Run and Print
|
|
R - Run Only
|
|
|
|
_ IV-CONTD
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+---------------------------------------------------------------------+
Annual Financial Reporting User Manual
Page IV-14
Section V
Delete Screens
Annual Financial Reporting User Manual
Page V-2
Delete Section/Header-Subheader/MUQ
Screen 186 is used to delete a section of a specified report, all header/subheaders, or all
manual/update/query entries. Select only one option at a time.
This screen is very powerful and care must be taken to avoid deleting the wrong information.
Security to this screen must be tightly controlled.
Screen 186 - Delete Section/Hdr-SubHdr/MUQ
186 Delete Section/Hdr-SubHdr/MUQ
Screen: ___
CC: 00
Section: _
Fiscal Year: 2012
Report: B-2-A_____
04/03/13 10:11
FY 2013 CC 00
Section: 1__
Enter 'X' to Delete
Header/SubHeader: _ Manual/Update/Query: _
Type: _
Program Name: HBSPACCT
Number of Columns: 10
Header Text:
Report Type: 1
Use Suppression Module: Y
Ledger Code: B
DB/Col/Sort/Prev/None: D
Mapped SL Extract: Y
Duplicate Flag:
HEAF Code:
Appr Nbr Flag:
CFDA Code:
Fund Group(s): 21 22 23 24 25 26 27 28 29
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Basic Steps
•
•
•
Type the campus code (CC), Fiscal Year, Report code, and Section number, and press
<ENTER>.
Typing an “X” in the appropriate fields will make the following deletions:
o Section: ALL records associated with the report section will be deleted, with no
checks on any other records.
All sections of a report must be deleted prior to deleting a report on Screen 185.
o Header/SubHeader: Entering “X” will delete all Header/SubHeaders. All MUQ
records must be deleted before this option can proceed.
o Manual/Update/Query: Enter an “X” in this field if a specified type is to be deleted.
o Type: Enter an M/U/Q type (“A”=all types; “M”=all manual; “U”=Update, “Q”=all
query) if an “X” was entered in the Manual/Update/Query field.
Press <ENTER> to delete.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 CC:
2 digits
Enter the campus code.
Annual Financial Reporting User Manual
Page V-3
Screen 186 – Delete Section/Header-SubHeader/MUQ (cont’d)
 Fiscal Year:
4 digits
Identify the fiscal year.
 Report:
* Help 10 characters/digits
Type the report code.
 Section:
3 digits
Enter the section number.
Screen Information
Enter ‘X’ to Delete
Section:
1 character
Type “X” to delete the entire section of the specified report. There will be no
checks made on any other records.
Header/
Subheader:
1 character
Enter “X” to delete all updates.
Note: All M/U/Q records must be deleted before this option can proceed.
Manual/
Update/Query:
1 character
If an “X” is entered in this field, an M/U/Q type must be entered in the Type
field.
Type:
1 character
Indicate the M/U/Q type which is to be deleted (if an “X” was entered in the
Manual/Update/Query field):
‘A’ = all types
‘M’ = all manual
‘Q’ = all query
‘U’ = all updates
Program Name:
8 characters
Displays the name of the program.
Report Type:
PF2 Help 1 digit
Displays individual report column type.
Number of
Columns:
2 digits
Indicates the number of columns on the exhibit or schedule.
Use Suppression
Module:
1 character
Shows whether or not to suppress blank lines.
Header Text:
16 characters
Indicates text to be displayed as a header above the description column that is
displayed on the left side of the report.
Ledger Code:
PF2 Help 1 character
Displays the type of ledger (General Ledger, Subledger, or both).
Annual Financial Reporting User Manual
Page V-4
Screen 186 – Delete Section/Header-SubHeader/MUQ (cont’d)
DB/Col/Sort/
Prev/None:
1 character
Shows whether it is a database, column, sort, previous, or none section.
Mapped SL
Extract:
1 character
Used for reports that use Subsidiary Ledger accounts that are mapped and
displayed under mapped GL accounts.
Duplicate Flag:
1 character
If “Y,” the columns have duplicate subcode or account control ranges that are
displayed in more than one column.
HEAF Code:
PF2 Help 1 character
Selects accounts that have specified values in the Higher Education Assistance
Fund code.
Appr Nbr Flag:
1 character
If “Y,” only select accounts with specific values in appropriation.
CFDA Code:
PF2 Help 1 character
If “Y,” only select accounts with specified values in Catalog of Federal Domestic
Assistance code.
Fund Group(s):
PF2 Help 2 digits
Indicates which fund group or groups the report is showing. (‘**’ will show all
fund groups.)
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page V-5
Delete Report
To delete a report after it has been created, use Screen 185. This will completely delete the
report and its information from FAMIS.
Prior to using this screen, all individual sections must be deleted using Screen 186.
Screen 185 - Delete Report
185 Delete Report
Screen: ___
Fiscal Year: 2012
04/03/13 10:12
FY 2013 CC 00
Report: B-2-A_____
Enter 'Y' to Delete: _
Exhibit or Schedule: S
Short Description: SCHEDULE OF CHANGES IN FUND BALANCES-DES
Run Sequence Number: 14
Long Description:
SCHEDULE OF CHANGES IN FUND BALANCES
UNRESTRICTED CURRENT FUNDS - DESIGNATED FUNDS
SERVICE DEPARTMENTS
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Basic Steps
•
•
Verify the Fiscal Year and change if necessary.
Enter the Report code to be deleted, and type “Y” in the Enter ‘Y’ to Delete field to
delete the report from FAMIS. Descriptions of the report will be displayed to allow you
to verify that the appropriate report is to be deleted.
Prior to using this screen, individual sections must be deleted using Screen 186.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 Fiscal Year:
4 digits
Enter the fiscal year to be deleted.
 Report:
* Help 10 characters/digits
Enter the report code.
Screen Information
 Enter ‘Y’ to
Delete:
1 character
Type “Y” to delete the report.
Annual Financial Reporting User Manual
Page V-6
Screen 185 – Delete Report (cont’d)
Exhibit or
Schedule:
1 character
Displays the type of report.
(E=Exhibit, S=Schedule, B=Budget, U=User defined)
Short
Description:
35 characters
Shows a short description of the report as it appears in the table of contents.
Run Sequence
Number:
2 digits
This field indicates the order in which the print job will run.
Long Description:
3 lines - 60 characters each
Indicates the long description of the report as it appears in the report.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page V-7
Screen 185 – Delete Report (cont’d)
Annual Financial Reporting User Manual
Page V-8
Section VI
Financial Inquiry Screens
Annual Financial Reporting User Manual
Page VI-2
Report Summary
The Report Summary on Screen 192 allows you to view a list of reports and select one that you
want to see in more detail. By typing an “X” in the Sel (Select) field preceding a report code and
pressing <ENTER>, you will be transferred to Screen 173.
This screen includes the report code, type, its short description, and the run sequence assigned
to the report. The run sequence is used to indicate the order in which it must run.
Screen 192 – Report Summary
192 Report Summary
Screen: ___
Sel
_
_
_
_
_
_
_
Fiscal Year: 2013
Exhibit/Schd: _
04/03/13 10:15
FY 2013 CC 00
Report: __________
Report
Exhibit/Schd
Short Description
Run Seq
III
EXHIBIT
BALANCE SHEET
90
BALANCE SHEET
IV
EXHIBIT
STATEMENT OF REVENUES, EXPENSES, AN
88
STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET ASSETS
V
EXHIBIT
STATEMENT OF CASH FLOWS
85
STATEMENT OF CASH FLOWS
III-FUND
SCHEDULE
BALANCE SHEET BY FUND GROUP
80
BALANCE SHEET BY FUND GROUP
III-1
SCHEDULE
UNRESTRICTED NET ASSETS
79
UNRESTRICTED NET ASSETS DETAIL
IV-FUND
SCHEDULE
STATEMENT OF REVENUES, EXPENSES, AN
75
STATEMENT OF REVENUES, EXPENSES, AND CHANGES IN NET ASSETS BY FUND GROUP
IV-1
SCHEDULE
NOTE FOR EXHIBIT IV
86
NACUBO FUNCTION TO NATURAL CLASSIFICATION MATRIX
** MORE RECORDS - PRESS ENTER TO VIEW **
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Back Fwrd
Basic Steps
•
•
•
Type the desired Fiscal Year.
Enter the types of reports to be displayed in the Exhibit/Schd field (blank, E, S, or U) or
leave blank to view all types.
To display a specific report at the top of the list, type the report name in the Report
field and press <ENTER>.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 Fiscal Year:
Exhibit/Schd:
4 digits
Enter the fiscal year for the reports being viewed.
? Help 1 character
Indicate the type of reports (exhibits or schedules) to be displayed:
Blank = All reports
E
= Exhibits
S
= Schedules
U
= User defined reports (Other)
Annual Financial Reporting User Manual
Page VI-3
Screen 192 – Report Summary (cont’d)
 Report:
Screen Information
* Help 10 characters/digits
Enter a starting report code, if desired.
Sel:
1 character
Type an “X” in this field to select the report you wish to view.
Report:
10 characters/digits
Displays the report code.
Exhibit/Schd:
Help 12 characters
Shows the type of report:
(E=Exhibit, S=Schedule, B=Budget, U=User defined)
Short
Description:
35 characters
Displays a short description of the report as it appears in the table of contents.
Run Seq:
2 digits
Indicates the sequence order in which the job is to be run. All reports without a
sequence number will be processed before reports having a run sequence.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page VI-4
Manual/Update Entry Summary
To see all of the manual entries you have created, you may use Screen 193. Use PF11 to view
the 3 panels of data available.
This screen will display the list of either manual (M) or update (U) entries that have been
created. Type an “X” in the Sel (Select) field to select the report, and advance to Screen 180
where you may adjust the manual entries or view the update entries.
Screen 193 - Manual/Update Entry Summary (Panel 1)
193 Manual/Update Entry Summary
Screen: ___
M/U: M
Col: __
CC: 00
Sect: 1__
Data CC: 02
11/09/09 09:40
FY 2010 CC 02
Report: N-2_______
Fiscal Year: 2008
Hd: 3_ Sub Hd: 3_
Month: 13 13th Month
Sel LTyp Sect Hd Sub Col Seq
Description
Amount
--- ---- ---- --- --- --- ----- --------------------------- -----------------_
M
2
1 12
7 50008 FURNITURE AND EQUIPMENT
174,988.50
These fields are positioning
End of List
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
DManN DManG
Left Right
Screen 193 - Manual/Update Entry Summary (Panel 2)
193 Manual/Update Entry Summary
Screen: ___
M/U: M
Col: __
CC: 00
Sect: 1__
Data CC: 02
11/09/09 09:41
FY 2010 CC 02
Report: N-2_______
Fiscal Year: 2008
Hd: 3_ Sub Hd: 3_
Month: 13 13th Month
Sel Col
Description
Amount
Manual Reason
--- --- --------------- ------------------ ----------------------------------_
7 FURNITURE AND E
174,988.50 ADJUSTMENT FOR REDUCTION FOR ASSET
End of List
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
DManN DManG
Left Right
Annual Financial Reporting User Manual
Page VI-5
Screen 193 – Manual/Update Entry Summary
Screen 193 - Manual/Update Entry Summary (Panel 3)
193 Manual/Update Entry Summary
Screen: ___
M/U: M
Col: __
CC: 00
Sect: 1__
Data CC: 02
11/09/09 09:41
FY 2010 CC 02
Report: N-2_______
Fiscal Year: 2008
Hd: 3_ Sub Hd: 3_
Month: 13 13th Month
------Manual Reason-----Sel Col
Description
Amount
Date
Time
Userid
--- --- ------------------------- ------------------ ---------- ----- -------_
7 FURNITURE AND EQUIPMENT
174,988.50 10/23/2008 14:50 GxxxxxP
End of List
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
DManN DManG
Left Right
Basic Steps
•
•
•
•
•
•
•
Enter the desired campus code in the CC field.
The current fiscal year is displayed in the Fiscal Year field but may be changed if a list of
reports from a previous year is needed.
Type the report code in the Report field.
Type either “M” or “U” in the M/U field to view manual or update entries.
Type the campus code of the entries to view in the Data CC field.
Type the processing month in the Month field.
Press <ENTER> to view a list of the manual entries.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 CC:
? Help 2 digits
Enter the campus code.
 Fiscal Year:
4 digits
Type the fiscal year for the report being created/modified.
 Report:
? Help 10 characters/digits
Enter the report code.
 M/U:
? Help 1 character
Indicate the type of entries to be displayed:
M = Manual
U = Update
Annual Financial Reporting User Manual
Page VI-6
Screen 193 – Manual/Update Entry Summary
Sect:
3 digits
If desired, enter the section number to be used to begin viewing the manual or
update entries.
Hd:
2 digits
Indicate the header level.
Sub Hd:
2 digits
Designate the sub-header level.
Col:
2 digits
Use this field to specify one particular column.
 Data CC:
? Help 2 digits
Indicate the campus code of the manual entries to view.
 Month:
2 digits
Indicate the processing month for displaying the entries.
Screen Information
 Panel 1
Sel:
1 character
Type an “X” in this field to select the report’s manual or update entries.
LType:
1 character
Shows the report line type:
M = Manual entry
D = Detail
R = Running total
S = Subtotal
T = Total
Z = Final total
Sect:
3 digits
Displays the section number where manual entries or updates were added.
Hd:
2 digits
Indicates the header level where entries were made.
Sub:
2 digits
Shows the subheader level to which additions/updates were entered.
Col:
3 digits
Shows the column number where a manual amount was entered.
Seq:
5 digits
Indicates the sequence number of the report lines.
Description:
26 characters
Shows a description of the entry.
Annual Financial Reporting User Manual
Page VI-7
Screen 193 – Manual/Update Entry Summary
Amount:
 Panel 2
Manual Reason:
15 digits
Displays the amount entered manually on the report.
35 characters
Shows the reason for the manual entry.
 Panel 3
--Manual Reason-Date:
8 digits
Identifies the date the manual entry was made.
Time:
4 digits
Displays the time the manual entry was made.
UserID:
7 characters/digits
Identifies the FAMIS UserID of the person who made the manual entry.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
PF7
DManN
Display Manual Entries for NACUBO
Displays manual entries for NACUBO reports.
Must use Entire Connection when using this PF key feature.
PF8
DManG
Display Manual Entries for GASB
Displays manual entries for GASB reports.
Must use Entire Connection when using this PF key feature.
Annual Financial Reporting User Manual
Page VI-8
Work Order Summary
Each time a report is printed or when specifications are copied from a pre-defined report, a
work order number is assigned by FAMIS. This number provides a way to refer to the report
output or to a copy request.
As an added feature, the St (Work Order Status) field will display “O” when a work order is
submitted, “R” once the job starts running, and “C” once the job completes. If the job abends, it
will keep the “R” status until the next job runs. Once the next job starts running, “R” on the
abended job will change to “A” and the new job status will be “R.” There may be a few
exceptions to these rules (job stopped in middle of processing, etc.).
Screen 194 - Work Order Summary (Panel 1)
194 Work Order Summary
Screen: ___
04/03/13 10:29
FY 2013 CC 02
Work Order: 201300113
Work
Finish
Finish
Order St CC FY --Report-- Scr -----Creator-----Date
Time
201300113 C 02 2013 IV-4
172 HARRISON, HOLLY
03/19/2013 16:09:30
201300114 C 02 2013 IV-3
172 HARRISON, HOLLY
03/19/2013 16:11:03
201300115 C 02 2013 IV-3-A
172 HARRISON, HOLLY
03/19/2013 16:12:22
201300116 C 02 2013 IV-2
172 HARRISON, HOLLY
03/19/2013 16:12:30
201300117 C 02 2013 IV-FUND
172 HARRISON, HOLLY
03/19/2013 16:16:02
201300118 C 02 2013 THREE-A
172 HARRISON, HOLLY
03/19/2013 16:17:39
201300119 C 02 2013 III-1
172 HARRISON, HOLLY
03/19/2013 16:19:17
201300120 C 02 2013 III-FUND
172 HARRISON, HOLLY
03/19/2013 16:20:14
201300121 C 02 2013 N-2
172 HARRISON, HOLLY
03/19/2013 16:20:21
201300122 C 02 2013 THREE
172 HARRISON, HOLLY
03/19/2013 16:20:26
201300123 C 02 2013 V
172 HARRISON, HOLLY
03/19/2013 16:21:39
201300124 C 02 2013 IV-1
172 HARRISON, HOLLY
03/19/2013 16:21:45
201300125 C 02 2013 IV
172 HARRISON, HOLLY
03/19/2013 16:21:51
201300126 C 02 2013 III
172 HARRISON, HOLLY
03/19/2013 16:21:57
** END OF REPORT LIST **
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Left Right
Sel
_
_
_
_
_
_
_
_
_
_
_
_
_
_
Screen 194 - Work Order Summary (Panel 2)
194 Work Order Summary
Screen: ___
04/03/13 10:30
FY 2013 CC 02
Work Order: 201300113
Work
Report
Dft Re
Supp Rnd
TOC
Row Multi
Order Status
Code
Fin Calc Mon Off Nbr TOC Only HiLite Campus
201300113 C
IV-4
D
13
Y
201300114 C
IV-3
D
13
Y
201300115 C
IV-3-A
D
13
Y
201300116 C
IV-2
D
13
Y
201300117 C
IV-FUND
D
13
Y
201300118 C
THREE-A
D
13
Y
201300119 C
III-1
D
13
Y
201300120 C
III-FUND
D
13
Y
201300121 C
N-2
D
13
Y
201300122 C
THREE
D
13
Y
201300123 C
V
D
13
Y
201300124 C
IV-1
D
13
Y
201300125 C
IV
D
13
Y
201300126 C
III
D
13
Y
** END OF REPORT LIST **
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Left Right
Sel
_
_
_
_
_
_
_
_
_
_
_
_
_
_
Annual Financial Reporting User Manual
Page VI-9
Screen 194 – Work Order Summary (cont’d)
Basic Steps
•
•
Enter the desired Work Order number in the Work Order field.
Type “X” in the Sel (Select) field to select a work order to be printed or copied. This
action will advance you to Screen 171 if the work order was a report request and to
Screen 170 if the work order was a copy request.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
Work Order:
? Help 9 digits
Enter a starting work order number to display it at the top of the screen.
Screen Information
 Panel 1
Sel:
1 character
Type “X” to select a work order. Press <ENTER> to advance to the screen where
the specifications for the work order were defined.
Work Order:
9 digits
Displays the work order number.
St:
1 character
Shows the status of the work order:
O = Open
R = Running
A = Abended
C = Closed
CC:
2 digits
Indicates the campus code of the creator for the work order.
FY:
4 digits
Shows fiscal year when work order was created.
Report:
10 characters/digits
Displays the report code.
Scr:
3 digits
Indicates the screen number used to make the manual entry.
Creator:
17 characters
Displays the name of the person who initiated the work order.
Finish Date:
8 digits
Shows the date the work order was closed (successfully completed).
Finish Time:
6 digits
Indicates the time the work order was closed (successfully completed).
Annual Financial Reporting User Manual
Page VI-10
Screen 194 – Work Order Summary (cont’d)
 Panel 2
Status:
1 character
Shows the status of the work order.
O = Open
R = Running
A = Abended
C = Closed
Report Code:
10 characters/digits
Indicates the report code.
Dft Fin:
1 character
Displays whether the printed report was a draft (D) or the final (F) version.
ReCalc:
1 character
If “Y,” the report was recalculated from a previous work order. If “M,” the
report was a spec report of manual entries only.
Mon:
2 digits
Shows the month the work order was submitted.
Supp Off:
1 character
“Y” or “S” indicates blank lines were to be printed on the report (suppress off).
Rnd Nbr:
1 character
Identifies whether the numbers on the report were rounded.
TOC:
1 character
Indicates whether a Table of Contents was included with the printed report.
TOC Only:
1 character
Shows whether only the Table of Contents was defined on this work order
number.
Row HiLite:
1 character
Displays whether the shading (highlight) was printed on every other row of the
report.
Multi Campus:
1 character
Indicates whether a report combined information for multiple campuses or
printed separate reports for each.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page VI-11
Screen 194 – Work Order Summary (cont’d)
Annual Financial Reporting User Manual
Page VI-12
Section VII
Financial Control Screens
Annual Financial Reporting User Manual
Page VII-2
Printer Table
This screen is used to assign the default printer definitions for individual AFR requestors. By
campus and requestor, Screen 201 shows the default form that will be used to print each report,
the printer that will be used, and the number of copies that will be printed. If a requestor is not
defined in this table, the entry with all blanks in the User ID field will be used.
Due to the importance of this screen, update security should be restricted at the Member
level. The FAMIS Services staff can update this table with the appropriate authorization.
Screen 201 - Printer Table
201 Printer Table
Screen: ___
04/03/13 10:34
FY 2013 CC 00
Type: RJE-BATCH______
Print
Form
Destination
Box Cpy JDE
EFORM Cls All Hld Prty
SLW1__ SAGO1PR1__________ 201B 1_ ______ ______ _
_
N
3
SLW1__ FAM01_____________ 201B 1_ ______ ______ _
_
N
4
SLW1__ FAM01_____________ 201B 1_ ______ ______ _
_
N
4
SLW1__ FAM01_____________ 201B 1_ ______ ______ _
_
Y
5
______ __________________ ____ __ ______ ______ _
_
_
_
______ __________________ ____ __ ______ ______ _
_
_
_
______ __________________ ____ __ ______ ______ _
_
_
_
______ __________________ ____ __ ______ ______ _
_
_
_
______ __________________ ____ __ ______ ______ _
_
_
_
______ __________________ ____ __ ______ ______ _
_
_
_
______ __________________ ____ __ ______ ______ _
_
_
_
______ __________________ ____ __ ______ ______ _
_
_
_
______ __________________ ____ __ ______ ______ _
_
_
_
***************** End of Data *****************
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Func User ID
_ __________
_ GNK156____
_ K156EB____
_ K156FF____
_ __________
_ __________
_ __________
_ __________
_ __________
_ __________
_ __________
_ __________
_ __________
Basic Steps
•
•
•
Enter “RJE-BATCH” (default) in the Type field to display the printer specifications for a
campus code.
Type the desired function code in the F field to add (A), update (U), or delete (D).
Make any necessary changes and press <ENTER> to record the new information.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 Type:
Screen Information
Func:
15 characters
The name of the batch to be printed is “RJE-BATCH”.
DO NOT CHANGE THIS.
1 character
Enter a function code:
A = Add
U = Update
D = Delete
Annual Financial Reporting User Manual
Page VII-3
Screen 201 – Printer Table (cont’d)
User ID:
10 characters/digits
Indicate the user identification number for which the printer definitions apply.
The record with blanks in the User ID field will be used whenever a User ID is
not specified on the table.
Form:
6 characters/digits
Include the form to be used.
Destination:
18 characters/digits
Specify the printer destination to be used to print the report.
Box:
4 digits/character
Designate the box at CIS where the output will be placed if printed on the
Xerox printers.
Cpy:
2 digits
Enter the number of copies that are to be printed.
JDE:
6 characters/digits
Indicate the Job Descriptor Entry number for the form that should be used.
EFORM:
6 characters
Include the Electronic Form that should be used.
Cls:
1 character
Specify the output class.
Print All:
1 character
Enter “Y” to print all output, including JCL.
If left blank, only the AFR report will be printed.
Hld:
1 character
Enter “Y” to run the report, but hold it and do not release it to the printer.
Prty:
1 digit
Enter a priority number less than “5.” The default will be “3.” Determines when
the report will run.
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page VII-4
Campus Control Table
Access to the AFR module at the campus level is controlled on Screen 203. This screen is
maintained by the System Office of Budgets and Accounting on the Master Campus (CC=00),
which means you must logon to CC00. Individual System Members can only view this screen.
An important feature of this screen is the Campus Lock Flag. Once the authorized person for a
campus indicates that his/her AFR for a given fiscal year is complete, the System Office of
Budgets and Accounting will change this flag to “Y” indicating the campus is locked. No further
entry will be permitted in the AFR module for that fiscal year.
On a global level, this screen determines whether a specific campus code has the ability to view
and/or produce reports for itself or other System Members. It also sets the default campus code
that is used when reports are requested from the campus specified in the Campus field.
Screen 203 – Campus Control Table
203 Campus Control Table
Screen: ___
FY: 2013
04/03/13 10:34
FY 2013 CC 00
Campus: 00
Campus Lock Flag:
_
MASTER CAMPUS
Next Work Order: 201300410
AFR Campus Title:
THE TEXAS A&M UNIVERSITY SYSTEM_______________________________________
Online Campus Inquiry Access:
00 01 02 04 05 06 07 08 09 10 11 12 15 16 17
18 20 21 22 23 24 25 26 99 __ __ __ __ __ __
Batch Campus Access:
K_ L_ 00 01 02 04 05 06 07 08 09 10 11 12 15
16 17 18 20 21 22 23 24 25 26 99 __ __ __ __
Batch Campus Default:
01
Include NACUBO: _
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Campus Lock Flag
If the decision is made to lock the campus to prevent further transaction entry into the fiscal
year for the specific campus, processes that affect the AFR will be checked to ensure they have
been run.
MDEP, YR412, and RR200 should be run before the AFR is locked.
Annual Financial Reporting User Manual
Page VII-5
Screen 203 – Campus Control Table (cont’d)
If any or all of these jobs have not been run, the following pop-up window will display this
information.
Screen 203 – Campus Control Table (Pop-Up Window)
+-------------------------------------------------------------------+
|
|
|
|
|
These year end jobs must be completed before
|
|
AFR can be locked:
|
|
|
|
Description
Completed?
|
|
----------------------------- ---------|
|
Monthly Depreciation (MDEP)
N
|
|
Indirect Cost
(RR200)
N
|
|
Close Budget
(YR412)
N
|
|
|
|
Do you wish to continue and lock AFR? (Y/N)
|
|
|
|
|
+-------------------------------------------------------------------+
There may be a need to lock the AFR without all the flags being changed, but generally these
jobs must be completed before the AFR is locked. These flags are programmatically set when
the year-end jobs are run (MDEP, RR200, and YR412). When they are run, the “N” in the
Completed column will be changed to “Y.”
The table on FRS Screen 853 can be used to keep track of when these year-end jobs have been
run and when the flags have been set to “Y.”
FRS Screen 853 – Generic Table
853 Generic Table
Screen: ___
Func
Code
_
_
_
_
_
_
_
_
_
_
_
_
Campus Cd: **
04/03/13 10:36
CC 02
Table Type: GENERIC TABLES_
Start From: ____________________
Maint.
Key
on 853
W2-QUALMOVE98_______
Y
W2-QUALMOVE99_______
Y
W2-SCHOLAR92________
Y
W2-SCHOLAR93________
Y
W2-SCHOLAR94________
Y
W2-SCHOLAR95________
Y
YEAREND-FLAGS_______
Y
1099-EDITS__________
Y
1099-SUBCD1996______
Y
1099-SUBCD1997______
Y
1099-SUBCD1998______
Y
1099-SUBCD1998B_____
Y
Data
W2 QUAL MOVING CODES - CY 98 - (VBYR152)
W2 QUAL MOVING CODES - CY 98 - (VBYR152)
W2 SCHOLAR CODES - CY 92 - OBSOLETE!____
W2 SCHOLAR CODES - CY 93 - OBSOLETE!____
W2 SCHOLAR CODES - CY 94 - OBSOLETE!____
W2 SCHOLAR CODES - CY 95 - OBSOLETE!____
YEAR END FLAGS__________________________
RESRTRICT ACCESS TO 1099 SCREENS________
1099 SUBCODES (VBYR108)_________________
1099 SUBCODES (VBYR108)_________________
1099 SUBCODES (VBYR108)_________________
1099 SUBCODES (VBYR108B)________________
*** Press enter for more entries ***
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Annual Financial Reporting User Manual
Page VII-6
Screen 203 – Campus Control Table (cont’d)
Basic Steps
•
Type the desired fiscal year (FY) and Campus code in the fields provided and press
<ENTER>.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
 FY:
4 digits
Use the current fiscal year displayed, or change to indicate a different year.
 Campus:
2 digits
Enter the campus code whose AFR access is being controlled.
Screen Information
Campus Lock
Flag:
1 character
“Y” indicates the campus is locked for the given fiscal year.
Next Work
Order:
10 digits
Indicates the next work order number to be used by Screen 170/Screen 171.
AFR Campus
Title:
65 characters
Identifies the AFR Campus title to print on the AFR report.
Online Campus
Inquiry Access:
PF2 Help 2 digits/characters (30 fields)
Shows the campus codes a user can view, (ONLY if the user is signed on to and
has inquiry access to the Action Line campus). The user must access these
campuses by changing the campus code in the Campus field (not via Screen
882).
Batch Campus
Access:
PF2 Help 2 digits/characters (30 fields)
Indicate the campus codes for which AFRs may be produced, combined, and
printed by users of this agency. The user must be signed on to and have print
access to the Action Line campus. The user should print reports for these
campuses by changing the campus code on the print screen’s Action Line (not
via Screen 882).
Annual Financial Reporting User Manual
Page VII-7
Screen 203 – Campus Control Table (cont’d)
Batch Campus
Default:
PF2 Help 2 digits/characters
Specify the print default campus that will be used when reports are requested
by the Action Line campus.
+------------------------------------------------+
|
Campus
Refers to Campus codes
|
|
----- -----------------------------|
|
A
02 03
|
|
B
02 03 10
|
|
C
02 03 10 20
|
|
D
03 10
|
|
E
03 10 20
|
|
F
10 20
|
|
G
03 19
|
|
H
06 07 20
|
|
I
06 07 14
|
|
J
07 14
|
|
K
02 10
|
|
L
04 24
|
|
|
|
Press <PF4> to Quit
|
+------------------------------------------------+
Include NACUBO:
Additional Functions
PF KEYS
1 character
Type “Y” to include the NACUBO reports in the list on the pop-up window of
Screen 171.
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page VII-8
Report Submission Control
Access to the AFR report submission screens can be regulated to prevent report submissions
from Screen 170, Screen 171, and Screen 172 in the AFR module. A control was developed as
the need arose to control AFR report submissions during peak day hours.
This control is maintained by FAMIS Services on FRS Screen 853.
•
When the control is set to “N” on FRS Screen 853, an error will be displayed when you
try to go to any of the previously mentioned report submission screens.
FRS Screen 853 – Generic Table
853 Generic Table
Screen: ___
Func
Code
_
_
_
_
_
_
_
_
_
_
_
_
Campus Cd: **
04/03/13 10:41
CC 02
Table Type: AFR AVAILABLE__
Start From: ____________________
Maint.
Key
on 853
AVAILABLE___________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
Data
N_______________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
***************** End of data *****************
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
•
To return the AFR report submission screens (Screen 170, Screen 171, and Screen 172)
to service, set the AVAILABLE flag back to “Y.”
FRS Screen 853 – Generic Table
853 Generic Table
Screen: ___
Func
Code
_
_
_
_
_
_
_
_
_
_
_
_
Campus Cd: **
04/03/13 10:41
CC 02
Table Type: AFR AVAILABLE__
Start From: ____________________
Maint.
Key
on 853
AVAILABLE___________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
____________________
_
Data
Y_______________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
________________________________________
***************** End of data *****************
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Annual Financial Reporting User Manual
Page VII-9
FRS Screen 853 – Generic Table (cont’d)
Basic Steps
•
•
•
Enter the campus code to be modified in the Campus Cd field. Type two asterisks (**)
for the Master Campus.
Enter the Table Type to be modified and press <ENTER>.
You may also type a keyword or the beginning letters of a keyword in the Start From
field to advance the displayed list.
Field Descriptions ( = Required; Help = Field Help Available Using PF2, ? or *)
Action Line
Campus Cd:
2 characters
Identifies the campus code where the generic table is housed. Generally, the
generic tables are recorded at the “**” campus.
Table Type:
15 characters
Shows the title of the table to be displayed or updated.
Start From:
20 characters
Allows you to enter a specific key word or a partial name to begin the display
list.
Screen Information
Func Code:
1 character
Enter the desired function code from the following: add (A), update (U), or
delete (D).
Key:
20 characters
Include a key word description of the data provided.
Maint. on 853:
1 character
Indicate whether you can maintain key word on Screen 853.
Data:
30 characters
Provide an extended description of the key word. Examples:
H = Heavy Construction Other than Building Contracts (01)
B = Building construction, Including General Contractors
S = Special Trade Construction Contracts (03)
P = Professional Services Contracts (04, 05 and 09)
O = Other Services Contracts (06)
C = Commodities Contracts (07 and 08)
(These categories are defined in the FY 2008 Hub Report Procurement
Categories with Expenditure (Object) Codes document.)
Additional Functions
PF KEYS
See the Appendix for explanation of the standard PF keys.
Annual Financial Reporting User Manual
Page VII-10
Section VIII
Sample Report and Specifications
Annual Financial Reporting User Manual
Page VIII-2
REPORT
SPECIFICATIONS
Annual Financial Reporting User Manual
Page VIII-3
Annual Financial Reporting User Manual
Page VIII-4
Section IX
Appendix
Annual Financial Reporting User Manual
Page IX-2
Instructions
Listed below are general instructions that will make your job easier as you use FAMIS to input or
view document information. Please become familiar with the information in this reference as it
can make your navigation in FAMIS more efficient.
3270 Emulation Keys
Special keys and key combinations must be used when working with FAMIS. These keys are
known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC
emulation software that you are using. Contact your computer support person if you do not
know how to identify the following keys on your computer:
PF Keys
When a key is listed as PFn, the “PF” represents Program Function. Many PCs use the function
keys labeled Fn for these PF keys. Others have special combinations of keys to represent the PF
keys. For example, on a Memorex emulation, a combination of the ALT key and the number “1”
will represent the PF1 key.
At the bottom of the FAMIS screens, there are PF keys listed that can assist with use of the
screen. For example, at the bottom of Screen 164 (Voucher Inquiry by PO Number) there is a
PF11 key with the word “Right” under it. This means that by pressing the PF11 key, the screen
listing will scroll to the right for an additional panel of information.
TAB and BACKTAB Keys
Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position
the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a
combination of the SHIFT/TAB keys.
Using the arrow keys instead of the TAB key to move around the screen may lock the computer
keyboard. Use the RESET key followed by the TAB key to position the cursor and unlock the
keyboard.
CLEAR Key
The CLEAR key on many PC keyboards is the PAUSE key. This key is often used to clear, or
refresh, the screen before typing.
RESET Key
After pressing <ENTER> to process data information, note the status bar at the bottom of the
screen. When the system is processing information, the symbol "X ( )" or hour glass icon (  ) will
appear. You cannot enter additional information until the system is finished processing. If any
other symbols appear, press your RESET key -- often the ESCAPE key on a PC.
Annual Financial Reporting User Manual
Page IX-3
Appendix – Instructions (cont’d)
ERASE END OF FIELD Key
To erase all the information in a field with one stroke, the ERASE EOF key on a 3270 keyboard is
helpful. For example, a vendor name is held in context when moving from screen to screen. To
change to a different vendor, use this key, and the current vendor name on the Action Line will
be removed. Now the new vendor name can be entered. On most PCs, the correct key to use is
the END key on the numeric keypad.
HOME Key
From anywhere on the screen, the most efficient way to take the cursor back to the Screen field
on the Action Line is by pressing certain keys. For the 3270 terminals, the correct combination is
the ALT/RULE keys. On most PCs, the HOME key on the numeric keypad will work.
Protected Area
The Protected Area is the area of the screen that will not allow the user to enter information.
Typing information in the protected area may freeze the screen. Use your reset key followed by
the tab key to release your system when it freezes.
Action Line/Context
The Action Line is usually the first line of information on each screen. The Screen field is used to
navigate from screen to screen by entering the number of the screen desired. Fields such as
screen, vendor, voucher number, account, etc. are often found on the Action Line.
Data that is entered on the Action Line will be carried in “context” from screen to screen until
changed. For example, the GL account number 032365 is entered on the Action Line of the
screen below. That account will be carried in “context” until the user keys a different account in
the field.
The <ENTER> key must be pressed after entering Action Line data. If a user does not follow this
step, all information entered on the screen may be lost and must be re-entered. After pressing
<ENTER>, a message will be given at the top of the screen asking for modifications or providing
further processing instructions.
002 GL 6 Digit
Screen: ___
04/03/13 10:43
FY 2013 CC 02
Account: 010000 ____ EDUCATIONAL & GENERAL INCOME
Account Title: EDUCATIONAL & GENERAL INCOME_______
Annual Financial Reporting User Manual
SRS: _
Page IX-4
Appendix – Instructions (cont’d)
Message Line
The line above the Action Line is used to display messages to the user. These messages may be
error messages or processing messages, such as the one below.
F6537 Please enter a valid six digit GL account
002 GL 6 Digit
04/03/13 10:45
FY 2013 CC 02
Scrolling Through Data
Pressing the <ENTER> key will scroll through information listed on a screen. On some screens,
there are PF keys that can be used to scroll forward, backward, left, and right. These PF keys are
displayed at the bottom of the screens with that function.
Help
HELP functions are available for many screen fields in FAMIS. Typing a question mark (?) in the
blank beside the desired field and pressing <ENTER> will access a pop-up window with specified
field information. Another way is to place your cursor in the desired field and press PF2.
To get out of the HELP function, either select a value and press <ENTER> or press PF4. The
distinction on which key to use will normally be designated in the pop-up window (EX: PF4 =
Exit).
Escaping from a Pop-Up Window
When in a pop-up window, pressing PF4 will usually take you back to the original screen, but
there are a few screens on which pressing <ENTER> will take you back to the original screen.
Annual Financial Reporting User Manual
Page IX-5
Appendix – Instructions (cont’d)
Field Help Using the F2 Program Function Key
On selected fields, additional information can be displayed using the PF2 key. This HELP
information is accessed by moving the cursor to the field in question and pressing the F2 Key.
Screen 2 - GL 6 Digit
002 GL 6 Digit
Screen: ___
04/03/13 10:45
FY 2013 CC 02
Account: 014000 ____ MEDICINE
Account Title: MEDICINE___________________________
SRS: _
Resp Person: 1uuuuuuu7 CAIN, CARLA C
Old Acct: 0284___________
Year-end Process: F
Reclassify: _ Reporting Group: __ Aux Code: ___
AFR Fund Group: 10
Fund Group: FG Sub Fund Group:
Sub-Sub: __
For example, place the cursor in the Year-end Process field and press PF2. The first screen
displayed explains the purpose of the field. Sometimes you will be shown the values
immediately, without a definition or explanation.
Field: FG-FS-YY-END-PROC
File: IAFRS-GENERAL-SUBSIDIARY-LEDGER
Flag to indicate what action
to take with balance at year
end.
From the definition screen, press <ENTER> to view valid values for the field.
+------------------------------------------------------------------+
|
|
|
*** D I C T I O N A R Y - H E L P ***
|
|
|
| VALUES
MEANING
|
| -------------------------------- ----------------------------- |
| F
Fiscal Year
|
| P
Project Year
|
| E
Encumbrance Only (SL's only) |
| T
Transfer BBA (SL's Only)
|
| D
BBA to Different account (SL) |
|
|
|
|
|
|
|
|
|
|
| Rule : IAFRS-FG-FS-YY-END-PROC
Default value is:
|
| View : IAFRS-GENERAL-SUBSIDIARY-LEDGER
|
| Field: FG-FS-YY-END-PROC
|
|
|
| PF1=Menu PF4=Exit
|
+------------------------------------------------------------------+
Annual Financial Reporting User Manual
Page IX-6
Appendix – Instructions (cont’d)
Question Mark (?) or Asterisk (*) Help
FAMIS has a Help feature on some screen fields that will display a field definition and/or values
that may be entered.
To use the Help feature, type a question mark (?) or asterisk (*) in the field and press <ENTER>.
If Help is available for the field, a pop-up window will appear displaying a definition and/or valid
values. To make a selection, type an “X” next to a value and press <ENTER> to pass it back to the
previous screen. This is called the “Passback” feature.
Screen 2 - GL 6 Digit
002 GL 6 Digit
Screen: ___
04/03/13 10:49
FY 2013 CC 02
Account: 010100 ____ ED & GEN INCOME-TUITION
Account Title: ED & GEN INCOME-TUITION____________
SRS: _
Resp Person: 5uuuuuuu4 CLARY, COHN C
Old Acct: NA_____________
Year-end Process: F
Reclassify: _ Reporting Group: __ Aux Code: ___
AFR Fund Group: ?_
Fund Group: FG Sub Fund Group:
Sub-Sub: __
Function: __
Default Bank: 06000
Alternate Banks: *****
Primary:
Secondary:
Override: Y
_____ _____ _____
SL Mapped Count: 22
_____ Security: ______
Dept S-Dept Exec Div Coll Mail Cd Stmt
REV__ _____
UN
AD
C6000
N
VTEA_ _____
AA
CD VM
C4457
N
Fund Source: __ ________________________________________
Account Letter: Y
Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION
Setup Dt: 08/26/1991
________________________________________
Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--Hmenu Help EHelp
Next
Screen 2 - GL 6 Digit - Fund Group ?-Help Pop-Up Window
+----------------------------------------------------------+
| ** More Codes - Press <ENTER> to View **
|
|
|
| Search Criteria:
AFR Fund Group: __
|
|
|
|
AFR
Sub
|
|
Fund Fund Fund
Description
|
| X 10
FG
FUNCTIONAL AND GENERAL
|
| _ 20
DS
DF
DESIGNATED/FUNCTIONAL & GENERAL
|
| _ 21
DS
DS
DESIGNATED/SERV DEPT-PROF FEES & SE |
| _ 22
DS
ST
DESIGNATED/SERV DEPT-TRAVEL
|
| _ 23
DS
SM
DESIGNATED/SERV DEPT-MATERIAL & SUP |
| _ 24
DS
SU
DESIGNATED/SERV DEPT-COMM & UTIL
|
| _ 25
DS
SR
DESIGNATED/SERV DEPT-REPAIRS & MAIN |
| _ 26
DS
SL
DESIGNATED/SERV DEPT-RENTALS & LEAS |
| _ 27
DS
SP
DESIGNATED/SERV DEPT-PRINTING & REP |
| _ 28
DS
SC
DESIGNATED/SERV DEPT-CLAIMS & LOSSE |
| _ 29
DS
SO
DESIGNATED/SERV DEPT-OTHER OPER EXP |
| _ 30
AX
AX
AUXILIARY NON-PLEDGED
|
|
-- IASYS-AFR-FUND-GROUP -|
|
Select an AFR Fund Group or Press <PF4> to Quit
|
+----------------------------------------------------------+
Annual Financial Reporting User Manual
Page IX-7
Standard PF Keys
PF Keys are used in the FAMIS modules to access additional information. Wherever possible, the
same assignment has been given to the same PF key, such as PF9 always being the key used for
NOTES. Occasionally, this has not been possible and a different assignment has been made.
The following list is to help you identify the functionality behind the PF keys that you will see on
the screens in FAMIS.
Many screens have extended information windows assigned to various function keys that are
designated at the bottom of each screen or pop-up window. Placing the cursor (using the cursor
arrow keys) on a particular line and pressing the extended information function key will display
the pop-up window information for the document or item on that line.
To exit a pop-up window, press PF4 to return to the previous window or inquiry screen. If
multiple windows have been opened, pressing PF3 will return you directly to the screen where
you started.
From within many of the pop-up windows, an additional set of extended function keys may
appear to further inquire on the document or item.
Extended Function Keys to Follow
Bkwd
Backwards
Advances backward to the previous screen or scrolls one page back
for a particular item.
Frwd
Forward
Advances forward to the next screen or scrolls one page forward for a
particular item.
Left
Scroll Left
Some windows are made up of several adjacent panels. These will be
designated by the word Panel: ## appearing in the window. Pressing
this key scrolls the panel to the left.
More Desc
More Description
Displays complete description text for a document or an item.
+--------------------------------------------------------------+
| R R400007
**Document Item Inquiry **
|
| Item:
1.0
|
|
|
| Line
Descriptions
|
| -----------------------------------------------|
|
1
1.6 GB FORMATTED (USEABLE) FAST SCSI-2 DISK
|
|
2
DRIVE FOR SGI INDIGO WITH INTERNAL MOUNTING
|
|
|
|
Press <PF4> to Exit
|
+--------------------------------------------------------------+
Annual Financial Reporting User Manual
Page IX-8
Appendix – Standard PF Keys (cont’d)
Next
Next Screen
Advances to the next screen required.
Notes
Notes
Displays any notes attached to the document header. Use the
Position at Line field to start the text at a particular line. The Page
(F/B/E) field scrolls forward (F) and Backwards (B) through the text,
and End (E) will exit the window.
+------------------------------------------------------------------+
|
F0013 Please enter desired modifications
|
| P600026
1.0
Position at line: ___
|
|
Line
******** Note Text ********
|
|
1
>>Notes Entered 10/12/95 BY CARSON, CARL C___
|
|
|
|
2
THE DEPARTMENT REQUESTS TO REVIEW ALL BIDS___
|
|
3
PRIOR TO THE AWARD.__________________________
|
|
4
_____________________________________________
|
|
5
CONTACT DR. WILL W. WADDLESWORK FOR FURTHER_
|
|
6
DETAILS/CLARIFICATION ABOUT THE REQUESTED____
|
|
7
ITEMS._______________________________________
|
|
8
_____________________________________________
|
|
9
_____________________________________________
|
|
10
_____________________________________________
|
|
11
_____________________________________________
|
|
12
_____________________________________________
|
|
PF4=Exit PF7=PItem PF8=NItem
Page (F/B/E): _
|
+------------------------------------------------------------------+
Right
Scroll Right
Some windows are made up of several adjacent panels. These will be
designated by the word Panel: ## appearing in the window. Pressing
this key scrolls the panel to the right.
Annual Financial Reporting User Manual
Page IX-9
AFR Screens List
M001
PAGE
FRS Main Menu .................................................................................................................................... I-7
Provides a starting point to access the Annual Financial Reporting Module.
M17
Report Maintenance Menu .................................................................................................................. I-7
Provides a list of most of the screens used in this module.
M19
AFR Report Inquiry Menu ..................................................................................................................... I-8
Provides a listing of inquiry screens.
M20
AFR Tables Menu ................................................................................................................................. I-8
Shows a listing of screens that control AFR Module functionality.
170
Copy Report Specifications ............................................................................................................... III-41
Use this screen to copy report definitions from a previously created report.
171
Print Report .......................................................................................................................................IV-3
Submits a report to be printed.
172
Print Group Reports ...........................................................................................................................IV-9
Submits one or more reports to be printed.
173
Report Create..................................................................................................................................... III-3
Allows you to create reports exhibits and schedules that make up the Annual Financial Report.
174
Report Section Maintenance .............................................................................................................. III-6
Defines a section of the report, how the data should be extracted, and the header information
needed to run a specified report.
175
Report Column Maintenance ........................................................................................................... III-13
Provides the ability to create the text for the column headings on the schedules and exhibits,
and to specify the extraction criteria.
176
Report SuperHeader Maintenance ................................................................................................... III-20
Allows you to further define the headings that appear above multiple columns of the report.
177
Report Sort Order Maintenance ....................................................................................................... III-22
Used to indicate how the report data will be sorted for the schedule or exhibit being produced.
178
Function/Sponsor Code Maintenance .............................................................................................. III-24
This screen is used to create and maintain the old (previously used) codes for function, sponsor
and CFDA information.
179
Line Item Definition Maintenance .................................................................................................... III-26
Allows you to define the lines detailed in a report and to control how the information is totaled.
180
Extended Line Item Maintenance ..................................................................................................... III-34
Used to enter manual entries updates and queries to an extended line item.
181
Report Column Reassignment Maintenance ..................................................................................... III-18
Enables the inclusion or exclusion of subcodes for a specified section/column of a report.
182
PostScript Parameter Table .............................................................................................................. III-38
Use this screen to define the postscript settings for an AFR report.
Annual Financial Reporting User Manual
Page IX-10
Appendix – AFR Screens List (cont’d)
185
PAGE
Delete Report......................................................................................................................................V-6
Used to delete a report after it has been created.
186
Delete Section/Hdr-Subhdr/MUQ ....................................................................................................... V-3
Delete a particular section, header/subheader, manual/update entries, or query using this
screen.
192
Report Summary ................................................................................................................................VI-3
Displays a listing of reports you can select.
193
Manual/Update Entry Summary ........................................................................................................ VI-5
Use this screen to manually enter amounts in a report or to update column information.
194
Work Order Summary ........................................................................................................................VI-9
Shows a list of work order numbers assigned by FAMIS when a report is defined or
specifications are changed on a pre-defined report.
201
Printer Table .....................................................................................................................................VII-3
Used to assign the default printer information for a user.
203
Campus Control Table .......................................................................................................................VII-5
Used to create the AFR inquiry access controls for each campus code.
FRS 853
Generic Table File Maintenance ........................................................................................................ VII-9
Maintain the generic file tables to control various functions or to validate data.
Annual Financial Reporting User Manual
Page IX-11
Glossary
A
ABR
See Automatic Budget Reallocation.
ABR Pool Table
A user-defined table assigning rules for budget pools and the subcode ranges participating in each pool.
Account
A functional unit, identified by an account ID that serves a particular accounting purpose where one person
has primary responsibility for it. Accounts include balance sheets (GL) and revenue/expenditure accounts
(SL). A building (in the Plant Funds area) is an example of a General Ledger account and the President’s
Office is an example of a Subsidiary Ledger account.
Account Control
The last four digits in the ten-digit account number for a General Ledger account. The account control
designates a specific asset, liability, fund balance, fund addition, fund deduction or summary control.
Account ID
A 6-digit identification number for an account.
Account Number
A 10-position ID within the master file of the Financial Records System. The first 6 positions identify the
specific account while the last four positions identify the account control for a balance sheet account (GL)
and the object code for a revenue or expenditure account (SL).
Accounts Payable
An application of the Financial Records System (FRS). AP processes vendor payments and keeps track of
financial activity involving vendors.
Action/Context Line
The screen line (usually fourth from the top) or lines into which the screen to be accessed and the key of the
data to be addressed are input and displayed.
Alias
A commonly used name for a vendor, other than the formal customer name (primary name), that prints on
the check. The Purchasing System also offers a commodity alias name and permits you to define any
number of alias names once a vendor has been created.
AP
See Accounts Payable.
Attributes
Descriptive data associated with a record. Examples are school, department, function, name and
responsible person. Attributes support a variety of sophisticated reporting techniques.
B
Automatic Budget Reallocation (ABR)
When transactions are entered, a process by which the system automatically transfers budget dollars from
predefined budget pools to specific object codes.
Bank Transfer
A movement of cash from one bank account to another. This allows expenditures at specific object codes to
share in a single pool of money.
Annual Financial Reporting User Manual
Page IX-12
Appendix – Glossary (cont’d)
Batch/Session
A collection of related transactions input to the system with a header record and control totals, usually
prepared by one person or subsystem feed.
Batch Interface
A type of interface where one system generates transactions to be batched for input into another system.
BBA
See Budget Balance Available.
Beginning Balance
Balances posted during implementation.
Budget
A plan of revenue and expenditures for an accounting period expressed in monetary terms.
Budget Balance Available (BBA)
That portion of budget funds that is unspent and unencumbered.
Budget Fiscal Year
Budgets are prepared in one fiscal year for the next fiscal year. The default is always the next fiscal year
when using any Budget Preparation screen.
Budget Pattern
Used to group individual object codes (or ranges), into budget categories to establish new fiscal year
budget. Tracks current and past year account activity in order to develop the new fiscal year budget.
Budget Pool
A budget summarized at significant levels of revenue or expense. A single pool of money defined for use by
specific object codes.
Budget Version
Various versions of a budget can be created and names for comparative purposes.
C
Buying Account
Account which is allowed to “purchase” from a specific selling account via an interdepartmental transfer.
Capital
Assets, cash, means, property, resource.
Cash
Coins, currency, checks, and anything else a bank will accept for immediate deposit.
Cash Disbursement
A non-vouchered payment for goods received, services rendered, reduction of debt or purchase of other
assets.
Cash Receipt
Cash received from cash sales, collections on accounts receivable and sale of other assets.
Chart of Accounts
A listing, at the 6-digit level, of all account numbers within FAMIS. Sometimes the COA defines the accounts
at the 10-digit level as well.
Annual Financial Reporting User Manual
Page IX-13
Appendix – Glossary (cont’d)
Check Override
The capability to bypass, on an individual-voucher basis, controls that were previously set for all vouchers.
Claim-On-Cash
The share of ownership that an account has in the institution’s money.
Clearing Account
A temporary summary account (such as a payroll account) which is periodically set to zero.
COA
See Chart of Accounts.
Compound Journal Entry
A two-sided transaction that posts debits and credits.
Context
The information that identifies the record being displayed or to be displayed by the system.
Copy
The process that creates a new pattern from an existing version (specified on the Action Line) or ABR
(specified in the resulting pop-up screen).
Credit Memo
The reduction of a payable previously paid or still open. A credit memo may result from overpayment,
overbilling, or the return of goods.
Currency Code
A code that identifies a record in the Tax Currency Table. This record provides the factor to calculate foreign
currency conversion costs or gains and the liability account used. The code is translated through a table into
a conversion rate.
D
Cycle
Two or more programs that are run in a specific sequence.
Data
Data are representations, such as characters, to which meaning might be assigned. They provide
information and can be used to control or influence a process. This term is not synonymous with
information. Information is data to which meaning has been assigned.
Database
The collected information that is accessible to the computer for processing.
Data Control
The tracking of input, processing and output, and the comparing of actual results to expected results in
order to verify accuracy.
Data Element HELP
An online feature that assists the user by providing immediate information about any particular field on a
screen.
Data Entry
A means for adding information into the system.
Default
The value that the system will assign if no other value is entered.
Annual Financial Reporting User Manual
Page IX-14
Appendix – Glossary (cont’d)
Default Mandatory
Flag indicating whether the transfer is mandatory. If no value is entered in the detail lines for this field, the
transfer will be flagged with the default value after pressing <ENTER>.
Delete Flag
A data element whose condition signifies that a document will be permanently removed from the database
during the next archive cycle.
Demand Voucher
Voucher to be paid during the next Check Cycle.
Diagnostic Message HELP
An on-line feature that assists the user with data entry by providing an explanation of a message and the
appropriate action to take.
Diagnostics
The messages that describe the results of processing. These messages may indicate an error and provide
information about a process by noting what action to take to correct the error.
Digit 3 of TC
The third digit of the Transaction Code (Entry Code) which specifies the type of transaction.
Disbursement
Record money paid out by the institution from GL, SL and SA or bank account. Can reverse an encumbrance.
A payment for goods received, services rendered, reduction of debt or purchase of other assets that does
not go through the AP/voucher system.
Discount Account
The account credited for discounts taken by the system when a check is written.
Discount Table
A table containing user-defined values representing discount terms for vendors.
Dollar Data
A record of the dollar amount and the type of financial transactions posted to an account.
Dollar Limit
A code used in Accounts Payable to specify a check amount. If the amount of a vendor’s check is greater
than this value, the check will not be generated.
E
Drop Flag
A data element whose condition signifies that a document is to be removed from the database
immediately.
Encumbrance
An obligation incurred in the form of a purchase order or contract; also referred to as an open commitment.
Endowment
Funds received by an institution from a donor who specifies the condition that the principal not be spent.
Endowment Income
The income generated by investing the principal of an Endowment Fund.
Annual Financial Reporting User Manual
Page IX-15
Appendix – Glossary (cont’d)
Entry Code
The initial three-digit code on a transaction that denotes the transaction type. This code, which is
mandatory for all FRS transactions, is predefined by the system. It is also known as the Transaction Code.
Expended
Depleted, used up.
F
Expense
Cost, disbursement, payments.
FA
See Financial Accounting.
Feed
Transactions from other systems that are transferred to the FRS.
Field
That part of a database in which one unique piece of information is stored; OR an area on a screen that
allows data entry.
File
A storage area established within a computer system or database for organizing similar kinds if data.
Financial Accounting (FA)
A Financial Records System application that balances the General and Subsidiary ledgers while providing a
complete audit trail of all transactions.
Financial Records System (FRS)
A system that supports the financial record-keeping and reporting of a college or university.
Flag
A data element used to set controls or conditions on a process or program.
Freeze Flag
A data element whose condition signifies that new transactions cannot be posted. This includes no feeds or
invoice postings for this document.
FRS
See Financial Records System.
FTE
Full-time Equivalents. Used by the B/P/P System.
Function
Purpose.
Fund
An accounting entity (a 6-digit GL account) with a self-balancing set of 10-digit accounts for recording
assets, liabilities, a fund balance and changes in the balance.
Fund Balance
The equity of a fund (the difference between assets and liabilities).
Fund Group
A related collection of funds (6-digit GL accounts). Examples include Current Unrestricted, Current
Restricted, Loan, Endowment, Annuity and Life Income, Plant, and Agency.
Annual Financial Reporting User Manual
Page IX-16
Appendix – Glossary (cont’d)
Fund Group ID
A one-digit identification number representing the fund group with which an account is associated.
G
Fund Transfer
A movement of dollars from one fund balance to another.
General Ledger (GL)
A balance sheet account for the institution. All GL account numbers begin with “0” (zero).
GL
See General Ledger.
GL/SL Relationships
User-defined structures relating Subsidiary Ledger (SL) revenue/expense accounts to General Ledger (GL)
fund accounts.
Global Subcode Edit (GSE)
A system edit that checks each new 10-digit account against a table that specifies valid combinations of 6digit accounts and subcodes.
H
GSE
See Global Subcode Edit.
Header
That portion of a Purchasing document containing basic information such as document number, date, and
amount.
HEAF
Indicates a Higher Education Assistance Fund code number.
I
HELP
An online feature which accesses PREDICT in order to supply descriptions, valid values and suggested
actions.
IDT
Interdepartmental Transfer.
Indirect Updating
The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction.
Inquiry Screen
A screen which only displays information and cannot be used for entering data.
Interface
A communication link between data processing systems or parts of systems that permits sharing of
information.
Interfund Borrowing
The transfer of an asset or liability from one fund to another.
Annual Financial Reporting User Manual
Page IX-17
Appendix – Glossary (cont’d)
J
JCL
See Job Control Language.
Job Control Language (JCL)
A problem-oriented language used in IBM that expresses the statements of a processing job. It is also used
to identify the job or describe its requirements, usually to an operating system.
L
Journal Entry
A non-cash transfer of dollars between two or more accounts.
Ledger
A collection of account records for an organization. FRS contains two ledgers: the GL (balance sheet) and
the SL (revenue and expense). See also General Ledger and Subsidiary Ledger.
Liability Account
In AP, a GL account that is credited for the liability when a voucher is processed. Any GL account that
accepts a transaction creating a liability.
M
Liquidate
Reduce encumbrance through payment; pay off debt.
Map Code
A five-digit attribute code in an SL account indicating the GL Fund ID to which it relates.
Mandatory
Flag indicating whether the transfer is mandatory. If no value is entered in the detail line(s) for this field, the
transfer will be flagged with the default value after pressing <ENTER>.
Memo Bank Account
An account that represents the balances of demand deposits for operating accounts.
N
O
Menu
A screen containing a list of available processes, screens or other menus.
Name Rotation
A feature that allows users to print a vendor name in one format on checks and then rotate it to another
format for sorting on reports.
Object Code
A four-digit number identifying specific items of revenue/expense or attribute records.
Open Commitment
An encumbrance.
P
Parameter
A variable that is assigned a constant value for a specific purpose or process. It provides the user with
defined choices for report selection, processing or output requirements.
Purpose
The function.
Annual Financial Reporting User Manual
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Appendix – Glossary (cont’d)
R
Receipts
Cash received from cash assets, collections on account receivable and sale of other assets. The purpose is to
record money received by the institution to the GL, SL and SA or bank accounts.
Recommendation
The budget projection version that is submitted to the Budget Office for approval.
Regular Order
A type or purchase order that denotes a typical order.
Remit-To Address
The address to which the check for goods and/or services rendered will be sent.
Requisition
A type of document that internally requests goods and/or services to be acquired. It must be authorized
before being converted to a purchase order.
Retention Months
A data element defined when creating a vendor. This indicates the number of months a vendor is to be
maintained on file after all outstanding items have been paid or reconciled.
Revenue
Income or receipts.
S
Run Parameter
A parameter from a control record or a program control transaction (as opposed to a file maintenance
transaction).
Save
The process that creates a budget version.
6-Digit Account
For GL: An entity that consists of a self-balancing set of 10-digit accounts.
For SL: An entity of revenues and/or expenses
Screen HELP
An online feature that assists the user with data entry by providing information on the purpose and
operation of a particular screen.
Secondary Vendor
The vendor record holding the multiple addresses that are used periodically, as opposed to the primary
address.
Secured Submitted Version
Submitted budget version that has been locked. It can be flagged to indicate it is an “official” version.
Selling Account
Account which is allowed to “sell” to specified buying accounts via interdepartmental transfers.
Session
A control mechanism to track real-time posting of a group of financial transactions is order to provide an
audit trail.
Annual Financial Reporting User Manual
Page IX-19
Appendix – Glossary (cont’d)
SL
See Subsidiary Ledger.
Split Encumbrance
An encumbrance which applies to several accounts.
Standing Order
A type of purchase order used for reoccurring services like those provided by the telephone and electric
companies.
Subcode
Four digits appended to the account ID to identify attributes and dollar records within an account.
Submit
The process that attached a budget version to a budget account as a budget of an account.
Submitted Version
Version of the budget submitted for approval as the official budget of an account.
Subsidiary Ledger
Revenue and expenditure accounts for the institution. All SL account numbers begin with a ledger number
of 1 through 9.
T
Suspense Account
A GL clearing account reflecting real dollar activity directed to the Suspense File.
1099 Vendor
A vendor (usually a consultant or professional service hired by an institution) whose payments must be
reported to the IRS on Form 1099.
1099 Voucher
A voucher that must be reported to the IRS on Form 1099.
10-Digit Account
The six-digit account ID combined with the four-digit subcode, i.e. an account control or object code.
Tax Code
A code that identifies a record in the PO Tax Table (for the Purchasing System) and in the Tax Currency
Table (for Accounts Payable). The code must be the same for both tables. This record contains the tax
percentage and the tax liability account to be used.
Tax ID
A Social Security Number or Federal Employer Identification Number that is available for 1099 report
preparation.
Taxes
An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid
with the invoice.
Temporary Vendor
A vendor from whom only one purchase or service is required. No further transactions, for this vendor, are
expected.
Transaction Code
A three-digit code that uniquely identifies a transaction type and determines editing criteria and dollar
fields to be updated.
Annual Financial Reporting User Manual
Page IX-20
Appendix – Glossary (cont’d)
U
Update Screen
V
Valid Value
A screen that allows a user to enter data for updating the files.
A value of a data element that has been defined for input.
Value-Based
A mechanism used to restrict operator access to information by comparing operator security authorization
with the value stored in the field.
Vendor
A provider of goods and/or services.
Vendor Addresses
See Order-From Addresses and Remit-To Addresses.
Vendor Automatic
A feature that automatically assigns a specific Number Assignment to the vendor in the Action/Context Line.
Vendor Commodity
A good or service purchased from a specific vendor.
Vendor File
A record of all attributes, dollar data, and control information for all vendors.
Version
Account Budgets created by departments. These can later be submitted as the budget recommendation for
the account. Once a version is locked, it will be called a “secure version” and can never again be changed.
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Appendix – Glossary (cont’d)
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